Administrative Support for the Executive Board

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission to contribute to peace and security" style="border-bottom: 1px dotted #007bff !important;">security by promoting international collaboration through educational, scientific, and cultural reforms. The organization has a workforce of over 2,000 employees and operates in more than 190 countries, focusing on building peace in the minds of men and women. UNESCO is dedicated to fostering a culture of respect for diversity and promoting sustainable development through education, science, culture, and communication.

Job Overview:
The position of Administrative Support for the Executive Board at UNESCO is crucial for ensuring the smooth operation of the Executive Board's documentation processes. The incumbent will work under the authority of the Director of the Governing Bodies Secretariat and will directly report to the Assistant Secretary of the Executive Board. This role involves a variety of administrative tasks, including the preparation and coordination of meeting agendas, documentation, and logistical support for the Executive Board sessions. The successful candidate will be expected to manage the workflow of information and documents efficiently, ensuring that all materials are prepared and distributed in a timely manner. This position requires a proactive approach to problem-solving and a strong ability to prioritize tasks effectively, as well as excellent communication skills to liaise with various stakeholders within the organization and beyond.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support for the Executive Board include:

• Assisting in the establishment of provisional agendas for Executive Board sessions, including annotations and lists of subjects for the biennium and upcoming sessions.
• Coordinating with various sectors and offices to ensure timely submission of documents, their translation, and distribution in accordance with established deadlines.
• Monitoring the progress of document preparation and providing regular status updates.
• Supporting the logistics of document processing, including verification and timely transmission of documents to relevant divisions for translation and distribution.
• Briefing staff involved in commissions and committees and supervising clerks during meetings.
• Compiling draft versions of decisions adopted by the Board and assisting the reading committee in finalizing these decisions.
• Conducting research for background information and documents relevant to the Executive Board's technical specialization.
• Updating publications and online information related to Executive Board documents at the start of each biennium.
• Disseminating public information regarding the Executive Board to members, delegations, and the general public as necessary. 1
• Maintaining the Board's website and managing the roster of Board members and their contact information.

Required Qualifications:
Candidates must possess completed secondary, technical, or vocational education. Additionally, they should have a minimum of eight years of relevant professional experience in administrative support roles. Strong communication skills, both written and oral, are essential, along with the ability to interact with officials and colleagues at various levels with tact and discretion. Organizational and coordination skills are crucial for managing the workflow of information and documents under tight deadlines. Candidates should also demonstrate good interpersonal skills for organizing meetings and training sessions, as well as the ability to prioritize tasks effectively while managing competing demands. A problem-solving orientation and attention to detail are necessary, along with proficiency in IT skills, including Google Docs and Microsoft Office Suite.

Educational Background:
The educational background required for this position includes completed secondary education, with a preference for candidates who have a university degree in fields such as law" style="border-bottom: 1px dotted #007bff !important;">international law, international relations, public administration, public policy, or a related area. This educational foundation will support the candidate's ability to understand the complexities of the role and the environment in which UNESCO operates.

Experience:
The position requires a minimum of eight years of relevant professional experience in administrative support tasks. Candidates with experience in international organizations or United Nations agencies will be given preference. Additionally, experience in supporting governing bodies or intergovernmental meetings, as well as familiarity with multi-lingual documentation and publication workflows, is highly desirable.

Languages:
Candidates must have excellent knowledge of both English and French, both oral and written. Knowledge of additional official UNESCO languages, such as Arabic, Chinese, Russian, or Spanish, is considered an asset and may enhance a candidate's application.

Additional Notes:
The contract for this position is fixed-term for a duration of two years, with the possibility of renewal. The position is open to both internal and external candidates, but only those entitled to work in France are eligible to apply. The approximate annual starting salary for this role is €48,526, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. UNESCO emphasizes the importance of diversity and encourages applications from candidates of various backgrounds, including those from under-represented Member States, minority groups, and individuals with disabilities. The organization maintains a zero-tolerance policy against harassment and is committed to achieving gender parity and equitable geographical distribution among its staff.