Organization : UNESCO - United Nations Educational, Scientific and Cultural Organization
Grade : Administrative support, GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups : Administrative support
Closing Date : 2019-09-15
Under the overall authority of the Assistant Director-General for Priority Africa and Relations with Member States (ADG / PAX) , and the direct supervision of the Director of the Division for Cooperation, Intersectorial follow-
up and Partnerships (AFR / CIP), the Secretarial Assistant shall provide a full range of office and administrative support as well as some technical assistance to the supervisor and to the Division as whole.
In particular, the incumbent will :
Collect and provide the right information and documentation for the Director’s statements and reports.
Analyse and distribute incoming correspondence and documents; determine the importance and priority of documents received, propose follow-
up actions to the supervisor’s approval. Establish deadlines for required action or reply; follow-up with Chiefs of sections and other professionals on deadlines for answers or other required action.
Manage the agenda of the Director; provide administrative and organizational support for meetings and missions.
Prepare correspondence and answers requests for information on programs and activities; review correspondence and other documents prepared in English and / or French for the signature of the Senior Management;
make or recommend changes to format, style, spelling or grammar; do informal translation of documents.
Prepare, process and verify various documents (briefs, reports, contracts, budget, workplans etc.); prepare draft contracts and enter contract details in SAP.
Verify invoices against contract terms and conditions, prepare contract modifications and requests for payments.
Completed secondary, technical and / or vocational education.
A minimum of five (5) years of relevant work experience in secretarial or administrative tasks in an international environment.
SKILLS / COMPETENCIES
Very good organizing and coordinating skills.
Flexibility to adjust work schedules and priorities.
Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
Excellent IT skills (Word, Excel, Outlook, PowerPoint, etc.).
English and French are the working languages of the UNESCO Secretariat. For this post, excellent knowledge of French is required.