Executive Assistant (Governing Bodies Services)

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 : GBS 016 Grade : G-7 Parent Sector : Secretariat of the Governing Bodies (GBS) Duty Station: Paris Job Family: General Administrative Support Type of contract : Fixed Term Duration of contract : 2 years, renewable Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 16-JAN-2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Long Description ---------------- ***(Only candidates who are entitled to work in France may apply to this position).*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the authority of the Director of the Governing Bodies Secretariat (GBS) and the direct supervision of the Deputy Secretaries of the Executive Board and the General Conference, the Executive Assistant's functions are directly linked to the work of the Governing Bodies of UNESCO. The incumbent is in direct contact with the Executive Board Members, UNESCO Permanent Delegates, the President of the General Conference, the Chairperson of the Executive Board and UNESCO's staff members. Long Description ---------------- In particular, the incumbent will be responsible for the following: - Provide operational and process support to the Governing Bodies Secretariat (GBS) in the preparation, implementation and follow-up of meetings of the Governing Bodies of UNESCO, ad­-hoc working groups and other meetings including coordination of activities and monitoring of progress. - Undertake benchmarking, researching issues and lessons learned on governance and governing bodies meetings. - Act as the organizational resilience management and risk management focal point for GBS. - Support, in liaison with the Deputy Secretaries of the Executive Board and the General Conference respectively, the communications functions of GBS by identifying problems and issues to be addressed and propose corrective actions and innovative solutions, keeping others informed, providing status updates of activities of the Secretariat and other relevant information; bring sensitive and urgent matters to the attention of the Director GBS. - Act as a liaison for GBS with the UN Governing Bodies Secretariat's network, drafting and reviewing background papers, relevant documents, talking points, reports, and other correspondence. - Review the governance website, particularly the sections on the Executive Board and the General Conference to ensure its update by generating and reviewing content. - Assist in planning, in liaison with the Division of Conferences, Languages and Documents (CLD), the documentation workflow of the Governing Bodies sessions; respond to internal and external queries on documentation for the Members of the Executive Board, provide all accurate and relevant information necessary to Permanent Delegates. - Manage the official list of Representatives and Alternates of Members States of the Executive Board, published in the Summary Records of the corresponding Executive Board session. **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 ten (10) years of relevant professional experience in secretarial, administrative support tasks or related tasks in an international professional environment. ***Skills & Competencies*** - Good organizational and coordination skills and ability to plan, coordinate and monitor work-plans. - Ability to set priorities and to organize work independently based on established guidelines and general direction from the Deputy Secretaries of the Executive Board and the General Conference. - Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules. - Ability to work as part of team, to take initiatives and provide quality and timely support and services. - Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment. - Team-spirit/open personality and capability of creating good inter-personal relations - Sense of diplomacy, discretion and loyalty. - Commitment and reliability. - Good IT skills, including MS Office software (Windows, Office Suite, Teams, etc.). ***Languages*** - Excellent knowledge (written and spoken) of English or French and good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Specialized training/certification in administration, and/or secretariat or other related field. ***WORK EXPERIENCE*** - Experience working for a supervisor with senior managerial responsibility and/or high-level officials. - Experience in support to governing bodies or intergovernmental meetings. - Experience in international organizations or United Nations agencies. - Experience in conducting reviews, research analysis and synthesis. - Experience in multi-lingual documentation and publication workflows and processes. - Experience in online, multilingual tools for meetings and conferences and related processes. - Experience in web-editing. Long Description ---------------- ***Skills & Competencies*** - Attention to detail. - Ability to work in a multi-cultural environment. - Strong analytical and synthetic writing skills. - Knowledge of SAP or similar ERP system. - Knowledge of UN rules and procedures as well as administrative practices. ***Languages*** - Knowledge of other official UNESCO languages (Arabic, Chinese, Russian and/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 Euros. 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.