Secretarial Assistant

Overview

Provide administrative and office support duties for smooth operation

You have:

• Completed secondary, technical and/or vocational education.
• At least 3 years of relevant work experience in secretarial, administrative or related tasks.
• Excellent knowledge of Spanish.
• Good knowledge of English.
• Excellent interpersonal and communication skills.
• Excellent drafting skills in English and ability to make synthesis.
• Ability to deal with complex and sensitive situations.
• Flexibility to adjust work schedules.
• Sense of diplomacy, discretion and professional integrity.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint).

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 1,517 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 : 3GTADM0705RP Grade : G-4 Parent Sector : Field Office Duty Station: Guatemala City 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) : 12-JAN-2024 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***(Only candidates who are entitled to work in Guatemala may apply to this position)*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- This post is located in Guatemala Office and the incumbent works under the overall authority and direct supervision of the Head of Office (HFO) and UNESCO Representative. He/she 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. Long Description ---------------- In particular the incumbent will: - screen requests for appointments with the Director of the Office according to the nature of the requests and their urgency; maintain Director’s calendar; confirm mutually convenient schedules and arrange appointments or rearrange schedules disrupted by unexpected events. - Receive visitors; places and screens telephone calls; respond to queries and correspondence, often of a sensitive, confidential or technical nature. - Constantly keep the director informed on delicate matters which need particular attention. - Organize the missions of the Director (air-ticket, compliance with UNESCO rules and regulation, arrange for the security clearance, VISA issuance, etc.); liaise with the other UN agencies and governmental partners to arrange for the absences of the director. Long Description ---------------- - Coordinate and lead secretarial support services for high-level meetings, service- or Office-wide training and special projects/ events. Coordinate the work of other support staff, establish priorities and ensure equitable distribution of work. - Prepare the necessary background documents and file for the meetings; attend meetings, prepare minutes, monitor follow-up activities; make arrangements for formal editing, translation, etc., of documents and publications. - Review, record, distribute and process incoming mail and correspondence; follow up on pending actions; prepare draft technical responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures. 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*** - At least 3 years of relevant work experience in secretarial, administrative or related tasks. ***Skills and competencies*** - Excellent interpersonal and communication skills. - Excellent drafting skills in English and ability to make synthesis. - Ability to deal with complex and sensitive situations. - Flexibility to adjust work schedules. - Sense of diplomacy, discretion and professional integrity. - Excellent IT skills (Outlook, Word, Excel, PowerPoint). ***Languages*** - Excellent knowledge of Spanish. Good knowledge of English. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Specialized training/certification in administration and/or secretariat. ***Work Experience*** - Relevant experience as Executive Assistant or in a similar role. - Working experience in similar functions within the UN system or an international organization/institution. ***Languages*** - Knowledge of another official language of UNESCO (Arabic, Chinese, French, 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 133079 Quetzales. 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). **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.

Potential interview questions