Secretarial Assistant

Contract

This is a Service Contract contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about Service Contract contracts.

**OVERVIEW** ------------ Parent Sector : Field Office Duty Station: Apia Classification of duty station: \[\[filter12\]\] Standard Duration of Assignement : \[\[filter13\]\] Job Family: Administration Type of contract : Non Staff Level : Duration of contract : From 1 to 6 months Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 05-Nov-2022 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Only Samoan Nationals or those with legal right to live and work in Samoa can apply **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- This post is located in the Office for the Pacific States and works under the overall authority and direct supervision of the Office Director. The post coordinates and performs a full range of office and management support and administrative tasks, and provides direct assistance to the Director in close cooperation with various units and staff. The post ensures timely and efficient support to the Director, including i) Scheduling and front-office support; ii) Organizing and coordination; iii) Correspondence management; iv) Oversight and approvals process; v) Information management and record-keeping; and vi) Administration. This post will serve on **part time** basis. The Office performs its functions in complex environment and the post is required to take initiative, have solution and service orientation and flexibility combined with a strong sense of responsibility and commitment to internal control and accountability. In particular the incumbent shall perform: - **Scheduling and Front Office Support** - Screen requests for appointments with supervisor - Maintain supervisor's calendar, including official meetings during mission - Provide reminders and necessary documents and information for appointments - Receive visitors in accordance with the protocols and a sense of service - Place and screens telephone calls - Respond to queries and correspondence, often of a sensitive, confidential or technical nature Long Description ---------------- - **Organizing and Coordination** - Coordinate and perform secretarial including registration support services - Support the organization of regular internal meetings and staff events and effective internal communications - Facilitate implementation of the requests, directives and commitments of the Director - Coordinate the work of other support staff, establishes priorities and ensures equitable distribution of work - **Correspondence** - Review, record, distribute and process incoming mail and correspondence daily, - Prepare memos and minutes of internal and external meetings, monitor follow-up activities - Draft notes-to-the-file, and coordinate/contribute to other routine documentation. Prepare draft responses to a wide range of correspondence and other communication - **Support for the Oversight and Approvals Process** - Ensures that requests for approvals and signatures have followed the office procedures - Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff as required Long Description ---------------- - **Information Management and Record-Keeping** - Research, compile, and organize background information and reference materials - Generate a variety of statistical and other reports from various databases - Create and maintain the office filing and reference system - Coordinate substantive preparations, including agenda, accompaniment and supporting materials for all engagements, including UN Country Team, Security Management and other tasks and meetings of the Director Long Description ---------------- - **Administration** - Perform a variety of administrative duties (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, etc). - Plan and organize travel missions of the Director ensuring reminder and coordination for mission follow-up actions are undertaken - Serve as a focal point, coordinate logistics and prepare substantive documentation for high-level headquarters missions and special events - Serve as a programme assistant and provide back-up to programme assistants and administration unit when needed **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- **Education** - Completion of Secondary and/or Vocational Education **Work Experience** - Minimum of 5 years of relevant work experience in the field of General Secretary and/or Administrative Services **Skills and Competencies** - Good interpersonal and communication skills, including very good writing skills - Good organizational, planning, monitoring and reporting skills - Ability to work as part of a team, to take initiative and to provide quality and timely support and services - Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds - Ability to prioritize and manage own work and perform under minimum supervision. Capacity to work under pressure. - Good ICT skills with proficiency in use of MS Office (Outlook, Work, Excel, PowerPoint etc.) **Languages** - Excellent knowledge of English and Samoan (oral and written) **DESIRABLE QUALIFICATIONS** ---------------------------- **Education** Specialized training/Certification in Secretary, Office Management or related field **Work Experience** - Relevant experience within the United Nations system or in an international organization - Experience in extracting information from various sources, compiling and reporting **Language** - Good knowledge of another language from the Pacific region **APPLICATION 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. **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- 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.*