Secretarial Assistant

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.

Salary

The salary for this job should be more than 1,647 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 : 3CRADM0711RP Grade : G-5 Parent Sector : Sector For Administration and Management (ADM) Duty Station: San Jose 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) : 19-JUN-2023 (extended) UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism (Only candidates who are entitled to live and work in Costa Rica may apply to this position.) **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- This post is located in the UNESCO Regional Office in San José, Costa Rica. The incumbent works under the overall authority and direct supervision of the Director of the Office. This post coordinates and performs the full range of office and management support and administrative tasks, and provides direct assistance to the Director in order to ensure quality and consistency of the flow of office work and the management of the information of the Office. The main responsibilities include: - Screen requests for appointments with supervisor according to the nature of the requests and their urgency. - Maintain supervisor's calendar, confirm mutually convenient schedules and arrange appointments or rearrange schedules disrupted by unexpected events, receive visitors, place and screens telephone calls. - Respond to queries and correspondence, often of a sensitive, confidential or technical nature. - Coordinate and lead secretarial support services for high-level meetings and special projects/events. - Attend meetings, prepare minutes, monitor follow-up activities. - Review, record, distribute and process incoming mail and correspondence; follow up on pending actions; prepare draft responses to a wide range of correspondence and other communications. - Perform a variety of administrative duties (e.g., arrangements for meetings and other events, reservations, budget preparation and follow-up, contracting, missions, etc.). - Coordinate with other units to ensure smooth running and expedition of work within the Office. - Search, compile, and organize background information and reference materials from various sources for reports, briefs and speeches. Liaise with PAX on reporting and country profiles, National Commissions. **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** - Minimum of 5 (five) years of relevant professional experience in administration, secretarial support and/or related field(s). - Experience in coordinating secretarial support services for high-level and/or representational meetings. - Experience in managing the agenda of senior staff and providing administrative and organizational support for meetings and missions. **SKILLS AND COMPETENCIES** - Good interpersonal and communication skills. - Good analytical and problem solving skills. - Capacity to draft contracts, prepare meeting documents, briefings, etc. - Ability to systematize and synthesize information, be organized and know how to prioritize. - Ability to operate with a considerable degree of autonomy, to take initiative and work effectively in a team. - Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds and high-level counterparts. - Good knowledge of office applications (i.e. MS Word, Outlook, Excel, and PowerPoint). **LANGUAGES** - Excellent knowledge of Spanish and good knowledge of English. DESIRABLE QUALIFICATIONS ------------------------- **WORK EXPERIENCE** - Relevant experience within an UN agency or other international organization. - Relevant experience in the field of administrative and secretarial support. **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. For more information in benefits and entitlements, please consult[ ICSC website](https://icsc.un.org/) and [UNESCO's career website.](https://unescot1.valhalla2.stage.jobs2web.com/?locale=en_US) **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.