Executive Assistant

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education.

Salary

The salary for this job should be more than 1,566 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

**OVERVIEW** ------------ Parent Sector : Field Office Duty Station: Brasilia Job Family: Programme Coordination Type of contract : Non Staff (Service Contract) Level : Level 3 Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 23-JAN-2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **Only candidates who are entitled to work in Brazil may apply to this position** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- *Under the authority and supervision of the Director and Representative of the UNESCO Brasília Office (BRZ) and the guidance of the National Professional Officer responsible for the coordination of the activities of the Director’s Office, the Executive Assistant will provide comprehensive high-level logistic and administrative support to activities developed within the Office of the Director, in compliance with UNESCO’s rules and regulations. The incumbent shall ensure effective and efficient functioning of the DIR/BRZ Office, full confidentiality in all aspects of assignment, response to internal and external demands, management of the agenda, official missions and telephone calls of the Director, administration of information flow, follow-up on deadlines and commitments.* Long Description ---------------- - Ensure an adequate workflow of internal and external demands and correspondence by receiving, screening, logging and processing correspondences, reports, etc., maintaining a log system and follow up to ensure that replies are timely or that action is taken within the established deadline. Distribute documents and correspondence to other sectors and units; - Write/Draft reports, letters, official correspondence, memoranda, etc. from oral instructions, previous correspondence or other available information sources in accordance with UNESCO's standard format and procedures, for DIR/BRZ’s signature or action. Select and make pertinent summary notes on letters/memoranda and undertake searches for information. Prepare Power Point presentations and Excel tables with simple calculations, whenever necessary; - Review correspondence submitted for the signature of the Director by ensuring accuracy in spelling, punctuation and format; - Initiate and maintain communication lines between DIR/BRZ's office and Section Heads/Programme Coordinators, conveying particular requests which require timely decisions of a sensitive or technical nature and following up on deadlines for requested information; - Serve as liaison between the Director and the public, staff members, private and public agencies, filter questions, queries and demands, receive public requests and complaints, secure information or action from appropriate departments, and take appropriate action; - Maintain the Director’s calendar and arrange appointments; receive high-ranking visitors, place and screen telephone calls and answer queries with discretion; - Arrange meetings, both internal and external, some involving high-ranking officials, including protocol arrangements; take minutes and/or notes as required; Long Description ---------------- - Keep lists of names, addresses and telephone numbers of ministers, government’s officials, members of the diplomatic corps, UNCT and UNESCO’s authorities updated; - Prepare informal translations, from Portuguese into English and/or French and act as interpreter whenever called upon by the Director; - Organize and schedule the Director’s official missions, making travel and hotel arrangements, preparing the related forms, compiling the relevant material/information and following up the internal procedures as well as the related security measures accordingly. Prepare Mission Reports and gather other documents to be sent to the Travel Unit after the mission; - Prepare high quality briefing materials for supervisor for appointments, meetings, missions; - Support the front office at the organization of events, requesting price proposals and following-up contracts with service providers; - Maintain policy, confidential and general files. Ensure up to date maintenance of the filing, safekeeping of confidential materials and documents; - Perform other related duties as requested. Long Description ---------------- **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 diploma. ***Work Experience*** - *Minimum of five (5) years of previous experience in providing a range of secretarial and administrative support functions at the national or international level.* ***Skills/Competencies*** - *Strong sense of ethics, initiative, accountability, discretion and maturity of judgement;* - *Pro-activeness and ability to work under pressure; accuracy and sense of confidentiality; ability and flexibility to manage workload;* - *Team and service-oriented, autonomy, emphasis on quality, efficiency and results;* - *Ability to maintain accurate files and records; good organization skills;* - *Good interpersonal skills with ability to maintain effective working relations within a multi-cultural environment: with people of different national and cultural background. Gender, religion, race, nationality and age sensitivity and adaptability;* - *Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint, etc);* - *Experience in handling of web-based management systems.* ***Languages*** - *Excellent knowledge (spoken and written) of English.* **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Specialized secretarial training or courses; - *University degree in Executive Secretary, Public or Business Administration, Social Sciences, International Relations or other related fields.* ***Work Experience*** - Relevant experience within the United Nations System; - *Experience working with Diplomatic Missions or other International Organization.* ***Skills/Competencies*** - Knowledge of UN rules and practices, procedures, protocols. ***Languages*** - Knowledge of another official language of UNESCO (French or Spanish). **APPLICATION PROCESS** ----------------------- This assignment is of full-time nature (Monday to Thursday: 8h30 to 12h30 / 14h to 18h; Friday: 8h30 to 14h). The initial contract is intended for 1 year and shall be linked to a project-funding source, which is expected to be renewed. Any contract renewal shall be dependent upon budgetary availability and satisfactory services. Further information regarding contractual modality as well as the applicable benefits package will be provided for short-listed candidates only. **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.*