Secretarial Programme Assistant SC4/1 BAG-26-ADM-0001

Programme & Policy

Overview

Manage the Director's office and provide administrative support.

You have:

• Completed Secondary, technical or vocational education in Business administration or any other related field. Preferably followed by secretarial training.
• A minimum of three (3) years of relevant experience in secretarial or administrative tasks.
• Good interpersonal and communication skills, including ability to draft correspondence and correct documents.
• Good organizational, coordination and filing skills.
• Good computer skills (MS Word, Excel, Outlook, knowledge of databases, SharePoint, ERP/SAP systems etc.).
• Excellent knowledge of Arabic and English.
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Flexibility to adjust work schedules and priorities.

**JOB DETAILS** --------------- **Type of contract :** Service Contract **Level :** 4 **Hiring Unit :** Sector For Administration and Management (ADM) **Duty Station :** Baghdad **Work location :** On site **Duration of contract** **:** 6 months **Hiring open to :** External candidates **Application deadline (Midnight UTC+3 Time) :** 22/02/2026 **UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism** **MAIN TASKS AND SERVICES** --------------------------- **Executive Office Coordination** Manages the Director’s front desk, including communication flow, correspondence control, information sharing, and workflow management. Screens and prioritizes incoming communications, identifies sensitive or urgent matters requiring the Director’s attention, and distributes action items to relevant staff. **Documentation, Correspondence & Quality Assurance** Receives, analyzes, and processes incoming documents; establishes deadlines and follows up on required actions. Drafts and reviews correspondence, reports, Note Verbales, and briefing materials in English and Arabic; ensures accuracy of format and language. Prepares replies to information requests and verifies invoices and contract-related documents for compliance. **Calendar, Travel & Record Management** Manages the Director’s agenda, schedules and adjusts meetings, and arranges travel/mission logistics. Maintains organized electronic and physical filing systems. Prepares minutes of meetings, conducts information searches, and provides informal translation and interpretation between Arabic and English. **Administrative & Logistical Support to Programme Delivery** Coordinates administrative arrangements for meetings, events, workshops, publications, and consultant/contractual processes. Provides guidance to team members on procedures and timelines, prepares administrative and contractual documents, and ensures seamless logistical support for participants and partners, including travel and visa arrangements. **Protocol & High-Level Engagement Coordination** Maintains contact with the Ministry of Foreign Affairs Protocol Department and coordinates meetings with high-level officials. Organizes VIP visits, airport reception, security arrangements, transportation, and accommodation. Supports planning and execution of official receptions and UN events, prepares invitation materials, and maintains updated contact lists of government and diplomatic stakeholders. **Other Support Duties** Performs additional tasks as required to ensure effective and efficient functioning of the Director’s office and the wider team. Long Description ---------------- Long Description ---------------- **EXPECTED RESULTS** -------------------- Field reports and data and project files are always maintained and up to date. Collect the narrative and financial reports with verification of supporting documents from the UNESCO’s implementing partners to close the IPAs. Maintain projects payments to contractors, consultants, service providers and keep updated inventory list in close coordination with the Finance, Operations and Procurement units in UNESCO office for Iraq Long Description ---------------- Long Description ---------------- **DURATION OF THE CONTRACT** ---------------------------- Initially 6 months as probationary period, extendable subject to satisfactory performance, and availability of the funds. Long Description ---------------- **COMPETENCIES - Core (C) & Managerial (M)** ------------------------------------------------ - Communication (C) - Accountability (C) - Innovation (C) - Knowlegde sharing and continuous improvement (C) - Planning and organizing (C) - Results focus (C) - Teamwork (C)For detailed information, please consult the [UNESCO Competency Framework](https://unesdoc.unesco.org/ark:/48223/pf0000245056?posInSet=9&queryId=bcd2a5ea-9a90-4938-88c1-3f56099f4201). **REQUIRED QUALIFICATIONS** --------------------------- **EDUCATION** - Completed Secondary, technical or vocational education in Business administration or any other related field. Preferably followed by secretarial training. **WORK EXPERIENCE** - A minimum of three (3) years of relevant experience in secretarial or administrative tasks.. Long Description ---------------- **SKILLS AND COMPETENCIES** - Good interpersonal and communication skills, including ability to draft correspondence and correct documents. - Good organizational, coordination and filing skills. - Ability to work as part of international 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. - Flexibility to adjust work schedules and priorities. - Good computer skills (MS Word, Excel, Outlook, knowledge of databases, SharePoint, ERP/SAP systems etc.). **LANGUAGES** **Excellent knowledge of Arabic and English;** **BENEFITS AND ENTITLEMENTS** ----------------------------- The candidate shall be offered a Service Contract with a gross salary of approximately **25824 USD** per annum (Social Security included). The initial contract will be for a probationary period of **6 months** renewable subject to satisfactory service; and contingent on the availability of funding; Other benefits include 2.5 days per month annual leave. Please note that UNESCO is a no-smoking Organization. Long Description ---------------- **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline. To apply, please visit the [UNESCO Careers website](https://careers.unesco.org/careersection/2/joblist.ftl?locale=en_GB). No modifications can be made to the application once submitted. The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications. Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement). **ADDITIONAL INFORMATION** -------------------------- - UNESCO recalls that paramount consideration in the appointment of personnel 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. - lndividuals 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. - The statutory retirement age at UNESCO is 65 years. - UNESCO does not charge a fee at any stage of the hiring process.

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Potential interview questions

Added 4 months ago - Updated 4 months ago - Source: careers.unesco.org