Executive Assistant (Natural Sciences)

Job title:

Executive Assistant (Natural Sciences)

Company:

UNESCO

Job description

OVERVIEWPost Number : SC 109Grade : G-6Parent Sector : Natural Sciences Sector (SC)Duty Station: ParisJob Family: AdministrationType of contract : Fixed TermDuration of contract : 2 years, renewableRecruitment open to : Internal and external candidatesApplication Deadline (Midnight Paris Time) : 17-OCT-2024UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, ProfessionalismOnly candidates who are entitled to work in France can apply to this positionOVERVIEW OF THE FUNCTIONS OF THE POSTUnder the overall authority of the Assistant-Director General for the Natural Sciences Sector, and the direct supervision of the Director of the Division of Water Sciences (DIR/SC/HYD) and Secretary of the Intergovernmental Hydrological Programme (IHP), the incumbent shall provide secretarial, administrative and communication support to DIR/SC/HYD through the efficient and discreet management of information and documentation, organization and preparation for meetings and missions and follow-up on actions. This role involves direct contact with staff, Permanent Delegations, and external partners within and outside the Organization.In particular, the incumbent will perform the following duties:

• Manage the agenda of the Director of the Division by scheduling/rescheduling appointments. Act as the first point of contact and liaison with internal and external officials. Organize mission arrangements. Handle the reception, analysis, registration and distribution of correspondence and documents, ensure quality control for outgoing documents, including proofreading, editing and reviewing texts for adherence to format, grammar, punctuation and style, in accordance with standard practices and protocol. Update and maintain distribution lists, process requests for data and reports, and draft correspondence and emails.
• Organize and facilitate the substantive and administrative support work of the office by ensuring the smooth and efficient operation of the office by establishing and improving internal procedures and tracking system for correspondence, workflow and documentation. Verify that the work is done in accordance with corporate standards and within established deadlines. Monitor work progress and flag cases of priority and concern for the Director’s attention.
• Organize meetings with internal and external partners, representatives of Member States. Support the Secretary of the IHP in organizing meeting with IHP Bureau Members and Task Force Members by drafting/finalising agendas, sending invitations, taking of minutes of meetings as well as following-up on required actions. Provide organizational support for virtual events, meetings, calls and video recordings.
• Provide logistical support to the Secretary of the IHP by organizing IHP Council and/or Bureau meetings; manage the travel arrangement for Bureau Members and the Chair of IHP Council. Assist the Secretary of IHP during the Council session by compiling, reviewing and updating information and data used in the preparation of documents of the Council.
• Prepare administrative documents. Initiate administrative procedures and ensure follow-up in collaboration with the Administrative Unit of the Sector. Inform team members of specific administrative processes and procedures to support work planning and ensure the timely and coordinated execution of tasks.
• Provide administrative support for events and organize official online, hybrid or in-presential meetings, events and workshops by securing online channels, booking venues and equipment and providing other related logistical support. Identify and bring sensitive, complex, urgent matters to the attention of the DIR/HYD, disseminate and provide information and guidance to staff at all levels within the Division.
• Provide guidance to short-term/temporary staff on general office processes and procedures, automated systems, computer applications and perform general administrative tasks such as managing leave and attendance records.

COMPETENCIES (Core / Managerial)Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Professionalism (C)Results focus (C)Teamwork (C)–For detailed information, please consult the .REQUIRED QUALIFICATIONSEDUCATION

• Completed secondary, technical and/or vocational education.

WORK EXPERIENCE

• Minimum of eight (8) years of relevant work experience in secretarial, administrative support service or related tasks in an international professional environment.
• Experience working for a supervisor with senior managerial responsibility and/or high-level officials.

SKILLS AND COMPETENCIES

• Excellent interpersonal and communication skills, with strong ability to establish and maintain positive working relationships.
• Strong service-oriented skills with the ability to deal efficiently and tactfully with different internal and external partners/institutions and other stakeholders at all levels in a multicultural and fast-paced environment.
• Excellent organizational and coordination skills with ability to take initiative, establish priorities and monitor work plans.
• Ability to deal with complex and sensitive situations and flexibility to adjust work schedules and capacity to work effectively under tight deadlines.
• Excellent oral and written communication skills in English or French.
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Diplomacy and politeness in dealing with external and internal partners requesting information.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, etc.).

LANGUAGES

• Excellent knowledge of English or French and good working knowledge of the other language.

DESIRABLE QUALIFICATIONSEDUCATION

• Specialized training/certification in administration/management and/or secretariat.

WORK EXPERIENCE

• Experience within a United Nations common system or within an international organization/institution.
• Experience in organizing meetings and events such as conferences and workshops.

SKILLS AND COMPETENCIES

• Knowledge of UNESCO rules, administrative procedures and standard practices.
• Excellent proofreading skills.
• Experience in drafting communication materials.

LANGUAGES

• Knowledge of another official UN Language (Arabic, Chinese, Russian, Spanish).

BENEFITS AND ENTITLEMENTSUNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.The approximate annual starting salary for this post is 48 526 €.For full information on benefits and entitlements, please consult our .SELECTION AND RECRUITMENT PROCESSPlease note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the No modifications can be made to the application submitted.The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.FooterUNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ( ) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.UNESCO does not charge a fee at any stage of the recruitment process.Please note that UNESCO is a non-smoking Organization.

Expected salary

Location

Paris

Job date

Wed, 18 Sep 2024 22:29:46 GMT

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