Senior Secretarial Assistant

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Position Title: Senior Secretarial Assistant
Location: Paris
Country: France
Deadline Date: 18-NOV-2024

Job Details

Job Posting Organization:
The job posting organization is UNESCO, which stands for the United Nations Educational, Scientific and Cultural Organization. Established in 1945, UNESCO aims to promote peace and security" style="border-bottom: 1px dotted #007bff !important;">security through international cooperation in education, the sciences, and culture. The organization has a global presence, operating in over 190 countries with a workforce of approximately 2,000 employees. UNESCO is committed to fostering collaboration among nations to build a more peaceful and sustainable world through education, science, culture, and communication.

Job Overview:
The Senior Secretarial Assistant position is situated within the Division of Internal Oversight Services (IOS) at UNESCO. The incumbent will work under the direct supervision of the Director of the Division and will provide essential support to three senior managers overseeing the Audit, Evaluation, and Investigation offices. This role is pivotal in coordinating the activities of these offices to ensure the timely and effective execution of IOS functions. The Senior Secretarial Assistant will also serve as UNESCO's focal point for the Joint Inspection Unit (JIU), facilitating communication and collaboration between various stakeholders. The position requires a proactive approach to managing administrative tasks, ensuring that all operations run smoothly and efficiently.

Duties and Responsibilities:
The Senior Secretarial Assistant will be responsible for a variety of tasks, including but not limited to: preparing draft technical responses to administrative correspondence; assisting with the recruitment process by providing necessary checklists and support; managing the onboarding and offboarding processes for staff and consultants; reviewing and updating budgetary information in collaboration with the Administrative Officer; overseeing the procurement process by preparing purchase requisitions, obtaining quotes, and tracking orders; processing invoices and supporting the payment cycle; organizing and arranging meetings, conferences, and committees; liaising with UNESCO clients and external actors; administering and updating the IOS Intranet site; and performing other tasks as assigned by the Director of IOS or Heads of IOS offices. Additionally, the incumbent will coordinate and provide input for the JIU's program of work, facilitate data collection for on-site missions, and gather information on the implementation of recommendations.

Required Qualifications:
Candidates must possess a completed secondary, technical, or vocational education. Furthermore, a minimum of eight years of relevant work experience in an administrative capacity is required. The ideal candidate should demonstrate a strong sense of confidentiality, tact, and diplomacy, along with excellent planning, organizational, and coordination skills. Proficiency in interpersonal and communication skills, including drafting abilities, is essential. Candidates should also exhibit strong analytical and problem-solving skills, the ability to work efficiently under tight deadlines, and a strong service/client orientation. Professional integrity and good judgment are crucial, as well as strong IT skills, particularly in Microsoft Outlook, Word, Excel, and PowerPoint.

Educational Background:
The educational background required for this position includes a completed secondary education, with technical or vocational training being advantageous. A diploma in business administration or specialized training in audit, administration, finance, accounting, or procurement is considered desirable but not mandatory.

Experience:
The position requires at least eight years of relevant work experience in an administrative role. Experience in an international organization or within the UN System is highly valued. Familiarity with ERP systems, such as SAP, is also beneficial for candidates.

Languages:
Candidates must have excellent knowledge of either English or French, along with a good knowledge of the other language. Knowledge of additional UNESCO official languages, such as Arabic, Chinese, Russian, or Spanish, is considered a plus and may enhance a candidate's application.

Additional Notes:
The position is a fixed-term contract for a duration of two years, with the possibility of renewal. It is open to both internal and external candidates, but only those entitled to work in France may apply. The approximate annual starting salary for this position is 48,526 Euros, and UNESCO offers a range of benefits, including 30 days of annual leave, family allowances, medical insurance, and a pension plan. The selection process will involve an online application, assessments, and competency-based interviews, with communication technologies being utilized for evaluations. UNESCO is committed to diversity and encourages applications from under-represented groups.