Secretarial Assistant

Mid Senior

Overview

Coordinate and perform a range of administrative tasks to support the Director.

You have:

• Completed secondary, technical diploma and/or vocational school.
• At least 5 (five) 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.
• Experience in knowledge management tools and databases.
• Excellent knowledge (spoken and written) of English.
• Knowledge (spoken and written) of French.
• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish).

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

**OVERVIEW** ------------ Post Number : 4WSADM0702RP Grade : G-5 Parent Sector : Sector For Administration and Management (ADM) Duty Station: Apia 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) : 26-MAY-2025 (EXTENDED) UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***(Only candidates who are entitled to work in Samoa may apply to this position)*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall authority and direct supervision of the Director of the UNESCO Regional Office in the Pacific, based in Apia, the incumbent coordinates and performs a full range of office, management support, and administrative tasks, providing assistance to the Director to ensure the quality and consistency of office workflows and information management. Specifically, the incumbent will be responsible for the following: - Screening appointment requests based on their nature and urgency; maintaining the supervisor’s calendar; confirming mutually convenient schedules; receiving visitors. - Responding to queries and correspondence, often of a sensitive, confidential, or technical nature. - Coordinating and leading secretarial support services for high-level meetings, office-wide training, and special projects/events. Attending meetings, preparing minutes, and monitoring follow-up activities. - Arranging for formal editing, translation, and other necessary services for documents and publications. - Overseeing the work of other support staff, setting priorities, and ensuring equitable distribution of tasks. - Managing incoming mail and correspondence; drafting technical responses to a wide range of correspondence and communications. Performing quality control on outgoing documents; proofreading and editing. - Performing a variety of administrative duties. Coordinating with other units to ensure the smooth flow and timely completion of work. Orienting new staff to relevant administrative procedures and providing general assistance to other office support staff. - Researching, compiling, and organizing background information and reference materials from various sources for reports, briefs, and speeches. Generating various statistical and other reports from multiple databases. - Creating and maintaining the office’s filing and reference systems. Periodically reviewing the efficiency of office procedures and recommends improvements. - Updating the office website, knowledge management tools, databases, etc. **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 5 (five) 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. - Experience in knowledge management tools and databases. **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 31, 457 in TALA. 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.

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Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: careers.unesco.org