Job Description

 

OVERVIEW

Post Number : 4WSFSC0711RP

Grade : G-5

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Apia

Job Family: Field Operations Coordination

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 06-Jul-2020

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

ONLY CANDIDATES ENTITLED TO WORK IN SAMOA CAN APPLY

OVERVIEW OF THE FUNCTIONS OF THE POST

This post is located in the Office for the Pacific States and works under the overall authority and direct supervision of the Office Director. This post coordinates and performs the full range of office and management support, and administrative tasks, and provides direct assistance to the Director in close cooperation with various units and staff. The post ensures timely and efficient support to the Director, including i) scheduling and front-office support; ii) organizing and coordination; iii) correspondence management; iv) oversight and approvals process; v) information management and record-keeping; and vi) administration.The Office performs its functions in complex environment and the post is required to take initiative, have solution- and service-orientation and flexibility combined with a strong sense of responsibility and commitment to internal control and accountability.
In particular, the incumbent shall:

Sheduling And Front Office Support:

  • Screen requests for appointments with supervisor, maintain supervisor’s calendar, including official meetings during mission;

  • Receive visitors in accordance with the protocols and a sense of service.

  • Place and screens telephone calls and respond to queries and correspondence, often of a sensitive, confidential or technical nature.

Organizing And Coordination:

  • Coordinate and performs secretarial, including registration support services;

  • Support the organization of regular internal meetings and staff events and effective internal communications;

  • Facilitate implementation of the requests, directives and commitments of the Director;

  • Coordinate the work of other support staff, establishes priorities and ensures equitable distribution of work.

Correspondance:

  • Review, record, distribute and processes incomimg mail and correspondance daily;

  • Prepare memos and minutes of internal and external meetings, monitor follow-up activities;

  • Draft notes-to-the-file and ccordinate/contribute to other routine documentation.

Support For The Oversight And Approvals Process:

  • Ensures that requests for approvals and signatures have followed the Office procedures;

  • Orients new staff to relevant administrative procedures and practices and provides general assistance to other office support staff as required.

 

Information Management And Record-Keeping:

  • Research, compile and organize background information and reference materials;

  • Generate a variety of statistical and other report;

  • Create and maintain the Office filing and reference systems;

  • Coordinate substantive preparations, including agenda, accompaniment, and supporting materials for all engagements, including UN Country Team, Security Management, and other tasks and meetings, of the Director.

Administration:

  • Perform a variety of administrative duties (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, etc.);

  • Plan and organize travel missions of the Director ensuring reminder and coordination for mission follow-up actions are undertaken;

  • Serve as a focal point, coordinate logistics and prepare substantive documentation for high-level headquarters missions and special events;

  • Serve as a programme assistant and provide back-up to programme assistants and administration unit when needed.

Long DescriptionLong DescriptionCOMPETENCIES (Core / Managerial)Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)-For detailed information, please consult the UNESCO Competency Framework.REQUIRED QUALIFICATIONS

Education:

  • Completed secondary and/or vocational education.

Work Experience:

  • Minimum of 5 years of relevant work experience in the field of General Secretary and/or Administrative Services.

Languages:

  • Excellent knowledge (oral ad written) of English and Samoan.

DESIRABLE QUALIFICATIONS

Education:

  • Specialized training/Certification in Secretary, office management or related field.

Work Experience

  • Relevant experience within the United Nations system or in an international organization;

  • Experience in extracting information from various sources, compiling and reporting.

Languages

  • Good knowledge of another language from the Pacific region.

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.

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. Please attach (1) A letter of motivation, (2) Scanned copies of academic certificates, (3) copy of passport/National ID.Before submitting an application, please note that there are three steps to the UNESCO application process:Search for open vacancies.Create/Update your Candidate Profile. You are required to update your Candidate Profile before applying to a vacancy.Complete, Save and Submit Application. After submission of your application, please note that you can no longer modify it.Before submitting an application for a vacancy, please download and complete/update your Employment History Form and complete all sections under My Profile. Please note that you will not be able to attach a CV or cover letter to your profile. Links to Employment History formWindows: Click here to download a Word documentThe 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. 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 applies a zero tolerance policy against all forms of harassment.

UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) 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.

Apply Now