Administrative Executive Assistant

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

**OVERVIEW** ------------ Post Number : 4INEDPA040GI Grade : G-7 Parent Sector : Education Sector (ED) Duty Station: New Delhi Job Family: Administration Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 08-SEPT-2021 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***Only candidates entitled to work in India may apply to this position*** ***Duration of contract: 1 year with possibility of extension subject to availability of funds and performance*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- The UNESCO Mahatma Gandhi Institute of Education for Peace and Sustainable Development (MGIEP) is UNESCO’s first education-related category 1 institute in the Asia and the Pacific region towards the development and promotion of new approaches to education for a more peaceful and sustainable world. The Institute is a globally regarded centre of excellence for research and implementation of socio-emotional learning (SEL) through innovative digital pedagogies empowered by Artificial Intelligence. Under the overall authority and direct supervision of the Director of the Institute, the incumbent will be responsible for the following accountabilities: **General support:** - Provide advice and support to the supervisor and staff both at Headquarters and in field offices; provide information, explanations and alternative solutions to support decision making, in compliance with UNESCO policies. - Facilitate knowledge building and knowledge sharing by organizing training courses, workshops, information sessions, orientations and consultations for staff in consultation with the Administrative Officer (AO). - Provide guidance, training and daily supervision to other general service staff in the area of responsibility. - Coordinate with programme units for inputs, briefings, reports and follow up actions. - Have supervisory accountability to manage drivers and workers related to building maintenance requirements. - Provide ongoing technical guidance to support staff; identify the development needs and participate in the preparation of learning plans by the supervisor. - Process financial documents, including ensuring utilization of proper cost centers, processing online licenses, travel expense reports, fund commitment, requisitioning etc. - Provide support and assistance for a variety of administrative duties including, travel management, fleet management, space planning, office equipment needs and maintenance. - Support subordinates, provide oversight and take responsibility for delegated assignments. **Human Resources support:** - Administer and implement HR strategies and policies in full compliance with UNESCO rules, regulations, and HR policies and guidelines; alert the supervisor on discrepant practices and interpretation to ensure consistent application of HR rules, regulations and other provisions. - Ensure ongoing updates of the organizational charts, HR data and dashboards. - Provide technical explanations and interpretation to staff on their rights and duties and on related administrative steps and procedures. - Participate in the HR planning in accordance with work plan requirements and provide analytical and data input in the process. - Act as a focal point for query of auditors related to HR matters. Accountable to implementing auditor’s recommendations. - Handle non- routine or complex cases, prepare associated documents/ correspondence for personnel actions based on oral instructions and previous experiences. - Issue non-staff / service contracts, input and track all transactions related to positions, recruitment, and separations. - Facilitate and coordinate complete recruitment processes. Prepare recruitment recommendations/supporting documentation including offer letters and contracts and provide regular recruitment status reports. - Provide support /compliance with the performance appraisal reviews in the office; preparation of office learning plan and individual learning plans in consultation with the AO. - Maintain and update internal database and files on administrative HR matters in a confidential and secure manner; generate a variety of standard and non-standard statistical reports from various databases. **Executive assistance:** - Monitor the administrative work the Director’s office ensuring confidentiality of sensitive information. Facilitate the Director’s interaction with various external partners such as government officials, donors, civil society, UN agencies and other partners through effective use of written, verbal and electronic communication. - Support the Director in internal and external meetings, including scheduling, capturing minutes, action points and associated follow-up; set up and monitor coherent filing system; ensuring accuracy and confidentiality. - Supervise the information management of the Office of the Director. Facilitate the flow of knowledge and information within the office by disseminating relevant communication in the office. - Prepare background documentation and facilitate communication with the Chairperson, Governing Board Members and Executive Committee Members of UNESCO MGIEP for timely responses on matters of strategic importance. - Assist the Executive Officer in the execution of programmes. Provide assistance in the preparation and development of the unit’s work programme and budget; in drafting official correspondence, Memoranda of understanding (MOUs), policies, and other agreements; ensuring compliance with regulations and rules and established policies and procedures. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- ***Education*** - Completed secondary, technical or vocational school. ***Work Experience*** - Minimum of 10 years of relevant experience in Secretarial, administrative services or related fields in an international professional environment. - Experience working for a supervisor with senior managerial responsibilities. ***Skills/Competencies*** - Flexibility to adjust work schedules and priorities. - Ability to analyse complex issues, show initiative and propose appropriate solutions. - Ability to deal with sensitive issues with discretion. - Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment. - Excellent IT skills, in particular MS Office applications. - Excellent communications skills (oral and written), including excellent drafting skills in English. ***Languages*** - Excellent knowledge (written and spoken) of English. - Good knowledge (written and spoken) of Hindi. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Specialized training/certification/diploma in Business or Public Administration, Secretariat or related field. ***Languages*** - Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian, Spanish). **BENEFITS AND ENTITLEMENTS** ----------------------------- UNESCO’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. For more information in benefits and entitlements, please consult [ICSC website.](https://icsc.un.org/) **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) 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. **Footer** ---------- UNESCO applies a zero tolerance policy against all forms of harassment. UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States [(last update here)](https://en.unesco.org/careers/geographicaldistribution) 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.