Secretarial Assistant

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education. More about G-3 contracts.

**OVERVIEW** ------------ Post Number : HRM 174 Grade : G-3 Parent Sector : Bureau of Human Resources Management (HRM) Duty Station: Paris Job Family: Administration Type of contract : Fixed Term Duration of contract : 2 years, renewable Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 28-APR-2022 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** ----------------------------------------- The Secretarial Assistant post is located in the Benefits and Entitlements unit (BEN)of the Staff Services Section (SES) in HRM and reports directly to the Head of the Benefits and Entitlements Unit. The incumbent is responsilbe for a range of administrative tasks to ensure the smooth running of the Staff Services Section and the Benefits and Entitlements Unit. In particular, the incumbent will undertake the following tasks: - Administrative tasks related to the smooth functioning of the SES Section, including, but not limited to: logistical arrangements for whole Section meetings, formatting presentations as requested by the Chief of Section, assisting in contract preparation and management of contracts with external suppliers, travel arrangements and follow up on Section reporting and management of Teams file. - Retrieve documents using manual or electronic systems. Maintain the personnel archiving system and related indexing system. Review personnel files for completeness and clean or archive as necessary. Coordinate with DBS, the digitalization of personnel files. - Monitor correspondence in BEN unit using a manual or electronic system to ensure timely responses by alerting responsible colleagues. Prepare letters of attestation using standard models on request for the signature of the responsible colleague. Support BEN with annual review of family benefits and entitlements. - Assist in maintaining personnel data up to date in SAP and assist in testing SAP modules as required. - Participate in user acceptance testing of new workflows developed to meet service needs by applying established test scenarios. - Provide administrative support in organizing training of users of new work flows including in the BEN unit. - Additional activities that may be required to ensure the success of the work. Long Description ---------------- Long Description ---------------- Long Description ---------------- **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*** - Minimum of two (2) years of work experience in the field of secretarial, administration or related areas. ***Skills and competencies*** - Service-oriented and ability to deal efficiently and tactfully with people of different cultural backgrounds. - Utmost discretion, integrity, tact and diplomacy. - Attention to detail and meticulousness. - Judgment and ability to work autonomously. - Ability to take initiatives and provide quality and timely support services. - Good Knowledge of IT tools with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.). ***Languages*** • Excellent knowledge of English or French and good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Work experience*** - Relevant experience in the UN System or other international organizations. ***Skills/competences*** - Good knowledge of UNESCO’S rules, administrative procedures and standard practices. - Good knowledge of Computerized Enterprise Resource Planning (ERP). ***Languages*** - Knowledge of other UNESCO official languages (Arabic, Chinese, Spanish or Russian). **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 USD 31,957. For full information on benefits and entitlements, please consult our [Guide to Staff Benefits.](https://en.unesco.org/sites/default/files/unesco-staff-compensation-booklet_en.pdf) **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.*