Admistrative Assistant

Contract

This is a SC-4 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SC-4 contracts.

**OVERVIEW** ------------ Parent Sector : Field Office Duty Station: Guatemala City Job Family: Administration Type of contract : Non Staff Level : Duration of contract : From 7 to 11 months Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 24-FEB-2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Only candidates who are entitled to work in Guatemala can apply to this position. **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall delegated authority of the Director/Head of Office and the direct supervision of Senior Administrative Assistant, the incumbent provides a series of administrative support services in compliance with UNESCO Rules and Regulations, practices, standards and procedures. Long Description ---------------- Main responsibilities include but are not limited to the following functions: GENERAL - Draft and prepare routine correspondence, memoranda and non-substantive reports. - Maintain confidential and general files and establish reference Systems. HUMAN RESOURCES - Assist in HR administrative matters - Draft correspondence and other documents for personnel actions, in following-up on coming HR actions, in maintaining database. - Provide assistance, advice and briefings to newly arrived staff, experts and consultants on basic procedures in assisting/supporting issues related to visas, identity cards, driving licenses and other necessary personnel-related documentation in accordance with requirements by the Organization and host country (liaise, as required, with the Ministry of Foreign Affairs). - Help in the coordination of housekeeping, - Assist in pre-recruitment formalities and provide support on the conduct of the recruitment process. Long Description ---------------- LOGISTICS AND TRAVEL - Shipment: make arrangements, assist and advise on shipping in liaising with customs. - Procurement: assist in initial procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers; - Travel: assist and provide guidance in preparation of travel plans. Maintain contact with Travel Agency when required. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (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 and/or vocational school. WORK EXPERIENCE - A minimum of two years of work experience in administrative, secretarial support and/or related field. Experience in UN System will be an asset. SKILLS AND COMPETENCIES - Good interpersonal and communication skills; strong service orientation and abilty to deal efficiently with partners at different levels; - Good organizational and coordination skills, ability to take initiatives, establish priorities and monitor own work plans; - Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds; - Sense of integrity and confidentiality; - Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently under pressure; - Flexibility to adjust work schedules and priorities; - Excellent IT skills, with proficiency in the use of MS Office (Word, Excel, PowerPoint, etc.). LANGUAGES - Good knowledge (spoken and written) of English. **DESIRABLE QUALIFICATIONS** ---------------------------- EDUCATION - University degree, specialized training of courses in one or more of the following disciplines: administration, finance and / or procurement. WORK EXPERIENCE - Relevant experience within the United Nations System; SKILLS AND COMPETENCIES - Knowledge of UN rules and practices, procedures, protocols; - Knowledge of SAP LANGUAGES - Knowledge of another official language of UNESCO (French). **BENEFITS AND ENTITLEMENTS** ----------------------------- UNESCO's salaries consist of a basic salary and other benefit which may include if applicable: 30 days annual leave, medical insurance, pension plan, etc. For more information in benefit and entitlements, please consult ICS website. **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 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 ([last update here](https://en.unesco.org/careers/geographicaldistribution)) 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.*