Secretarial Assistant

Overview

Provide administrative and office support to ensure efficient office operations.

You have:

• Completed secondary, technical diploma and/or vocational school.
• At least 3 (three) years of relevant work experience in administrative, secretarial support and/or closely related fields.
• Experience in agenda management and logistics.
• Experience in preparation of reports, briefs and speeches, and file management.
• Excellent knowledge (spoken and written) of English.
• Strong knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 1,546 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** ------------ Post Number : 6NAADM0705RP Grade : G-4 Parent Sector : Sector For Administration and Management (ADM) Duty Station: Windhoek Job Family: General Administrative Support Type of contract : Fixed Term Field Duration of contract : 2 years, renewable Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 07-APR-2025 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **Only candidates with working rights in Namibia may apply for this position.** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Working under the overall authority and direct supervision of the Windhoek Head of Office (HFO) and UNESCO Representative, the incumbent performs a variety of administrative and office support duties in order to contribute to the smooth and efficient running of the Office and the flow and management of information within the Office. Specifically, the incumbent will be responsible for the following: - Arranges appointments for the HFO, receives visitors, places and screens telephone calls and responds to routine requests for information. - Reviews, records, distributes and processes incoming mail; follows up on impending actions; routes information and queries for response as appropriate. Responds or drafts responses to standard/ routine correspondence and other communications. Uses word processing package to produce a wide variety of large, complex documents and reports, including formatting more complex letters, reports, technical documents, newsletters and other material. Proofreads documents and edits texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards for format. - Searches, assembles, compiles and organizes information and reference materials from various sources for reports; creates spreadsheets and presentations; prepares graphs, charts and other visual aids. - Provides secretarial, administrative and logistics support to meetings, committees, conferences etc.; prepares and types invitation letters; compiles and distributes working documents and other material; takes notes of internal meetings; makes travel and hotel arrangements and prepares travel authorizations/ claims for the supervisor and/or the participants; compiles, calculates and prepares cost estimations; prepares standard limited components of budget/ expenditure. - Performs general administrative tasks (e.g., leave and attendance recording, input and retrieval of information in the automated systems; budget follow-up etc.). - Maintains and updates the Office electronic and paper records/files (e.g. information databases, mailing lists, participant lists); classifies and codes material; provides information to colleagues on records management standards and practices; and facilitates file transfers and retrievals. **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 diploma and/or vocational school. **WORK EXPERIENCE** - At least 3 (three) years of relevant work experience in administrative, secretarial support and/or closely related fields. - Experience of agenda management and logistics. - Experience in preparation of reports, briefs and speeches, and file management. **SKILLS AND COMPETENCIES** - Sense of integrity, confidentiality, commitment and reliability. - Good analytical and problem solving skills. - Ability to provide quality and timely support and services. - Excellent interpersonal and communication skills. - Strong knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages. **LANGUAGES** - Excellent knowledge (spoken and written) of English. **DESIRABLE QUALIFICATIONS** ---------------------------- **WORK EXPERIENCE** - Experience within an UN agency or other international organization. - Experience in the field of administrative and secretarial support. **LANGUAGES** - Knowledge (spoken and written) of French. - Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish). **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. **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 starting annual salary for this position is NAD 307, 533. 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) **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.

Potential interview questions