Executive Assistant (Education)

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 : ED 279 Grade : G-7 Parent Sector : Education Sector (ED) Duty Station: Paris Job Family: Education Type of contract : Fixed Term Duration of contract : 2 years, renewable Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 17-MAR-2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***(Only candidates who are entitled to work in France can apply to this position)*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the guidance of the Assistant Director-General for Education and the direct supervision of the Assistant Coordination Officer, the incumbent provides secretarial and administrative support services to the ADG/ED. This involves ensuring the smooth running of the Office and its flow and management of information. The incumbent is in direct contact with staff, managers within and outside the Sector and high-ranking officials within and outside the Organization. The post requires the ability to set priorities and to organize work independently based on established guidelines and general direction from the ADG/ED. Long Description ---------------- In particular, the incumbent will: - Manage the ADG/ED’s agenda; schedule/reschedule appointments, organize travel/mission arrangements, organize meetings foreseeing risks and effectively prioritizing and resolving related competing demands, suggesting alternatives as needed to enable ADG/ED to perform and optimize time. Ensure that all events/meetings/commitments/missions are fully integrated in ADG’s calendar along with all the documents required. Receive visitors; place and screen telephone calls and answer enquiries. - Organize and facilitate the substantive and administrative support work of the office by taking full responsibility of its smooth and efficient running, including establishing and improving internal procedures and tracking systems for correspondence, workflows and documents; verify that the work is done in accordance with corporate standards and within established deadlines; monitor work progress and cases of priority and concern to the ADG/ED. - Organize high-level/internal meetings including taking responsibility for the finalization of the agenda, the invitations, the production and distribution of documentation, note taking and preparing of minutes of meetings as well as follow-up on required actions. Provide organizational support for virtual events/meetings/seminars/ and video recordings. - Follow up on the preparation by staff of correspondence, briefing notes, reports, and other documents for the ADG; exercise quality control function for the outgoing documents; proof-read, edit and review texts for adherence to format, grammar, punctuation and style, in accordance with standard practices and protocol; together with the Junior officer ensure timely preparation and quality control in files submitted for ADG’s visa and signature, and of documents, memos, briefings for the Cabinet of the Director General; make informal translations, as well as contribute and maintain elements within the digital and shared institutional memory of the Sector. - Support the Associate Coordination Officer in organizing the work of the office of the ADG/ED with respect to communications and workflows; coordinate and follow up effectively and efficiently; facilitate interaction and information flow; identify and bring sensitive, complex and urgent matters to the attention of the ADG/ED; disseminate and provide information and guidance to staff at all levels within the Sector. Facilitate collaboration with the Executive Office, the Communication Officer and the Sector as a whole on the collection of material for ADG: background documents, revised speeches and presentations. **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 and/or vocational education. ***Work Experience*** - At least 10 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 is required. Long Description ---------------- ***Skills/competencies*** - Excellent interpersonal skills, ability to establish and maintain positive working relationships, team-work oriented. - Strong service-oriented skills and 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 own work plans. - Ability to deal with complex and sensitive situations and flexibility to adjust work schedules and capacity to work effectively within tight deadlines. - Excellent communication skills both in writing and orally in English or French. Long Description ---------------- - Sense of diplomacy, discretion and capacity to deal with people of different cultural backgrounds efficiently and tactfully. - Excellent knowledge of IT Tools with proficiency in the use of MS Office. ***Languages*** - Excellent knowledge of English or French and good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Specialized training/certification in administration/management and or secretariat. ***Work experience*** - Experience with UNESCO and/or in an international institution/organization and/or the UN System. ***Skills/competences*** - Excellent proofreading skills; - Excellent knowledge of the format and protocols of formal communications; - Knowledge of UNESCO rules, administrative procedures and standard practices. ***Languages*** - Knowledge of another/other official UNESCO language(s) (**Arabic, Chinese, Russian or 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. The approximate annual starting salary for this post is 51 672 Euro. For full information on benefits and entitlements, please consult our [Guide to Staff Benefits](https://unesco.sharepoint.com/:b:/s/HRMTeam/ESzDuIMSjEtIqYwVozjc3I8Bb5Kj-P0DrTgbm4BIjD17nQ?e=41cm7D). **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.