Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Paris
Country: France
Deadline Date: 21-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 is headquartered in Paris, France, and operates in over 190 countries worldwide, employing thousands of staff members dedicated to its mission. UNESCO's core values include commitment to the organization, integrity, respect for diversity, and professionalism, which guide its operations and interactions with member states and partners.

Job Overview:
The position of Administrative Assistant is crucial within the Division of Operations at UNESCO. The incumbent will work under the overall authority of the Director of Division of Operations and will be directly supervised by the Unit Head. The primary functions of this role include providing mail services, processing official addresses, and managing document distribution and shipment. The Administrative Assistant will be responsible for ensuring efficient mail and parcel reception and dispatch services, maintaining a computerized address database, and preparing documents for distribution. This role requires a strong focus on customer service, adherence to administrative rules, and the ability to identify and resolve issues proactively. The incumbent will also be expected to maintain a professional demeanor and attire while adhering to established quality and productivity guidelines.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Providing mail and parcel reception and dispatch services for the designated site (Fontenoy or Miollis/Bonvin).
• Registering the arrival and delivery of mail in the DUO system (Intranet).
• Managing a computerized address database and processing official addresses for various stakeholders, including Permanent Delegations, National Commissions, Ministries, and NGOs.
• Preparing and packing documents received, ensuring quality and quantity control.
• Organizing the physical distribution of documents and publications.
• Operating the mail service vehicle and maintaining vehicle logs and maintenance records.
• Understanding and applying the organization’s administrative rules, procedures, and relevant computer systems.
• Maintaining a professional demeanor and attire while adhering to established quality and productivity guidelines.
• Identifying and raising issues along with possible solutions for the supervisor, while being customer service and client-focused.

Required Qualifications:
The required qualifications for the Administrative Assistant position include:

• Completed secondary, technical, or vocational school education.
• A minimum of three (3) years of relevant work experience in general administrative services.
• Good interpersonal and communication skills.
• Strong organizational and coordination skills, with the ability to take initiative, establish priorities, and monitor work plans.
• Ability to work under tight deadlines and manage complex and sensitive situations with flexibility.
• Demonstrated diplomacy and politeness in dealing with external and internal partners.
• Ability to work efficiently in a multi-cultural environment, fostering team spirit.
• Proficiency in IT skills, particularly with MS Office software (Word, Outlook).

Educational Background:
The educational background required for this position includes a completed secondary, technical, or vocational school education. Specialized training or certification in administration, secretariat, or related fields is considered desirable but not mandatory.

Experience:
Candidates must have a minimum of three (3) years of relevant work experience in the field of general administrative services. Experience in an international environment or organization is highly desirable and will be considered an asset during the selection process.

Languages:
The position requires excellent knowledge (written and spoken) of either English or French, along with a good knowledge of the other language. Knowledge of additional official languages of UNESCO, such as Arabic, Chinese, Russian, or Spanish, is considered desirable and will enhance a candidate's profile.

Additional Notes:
The contract for this position is fixed-term for a duration of 2 years. The recruitment 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 post is 39,422 EUR, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. UNESCO emphasizes a commitment to diversity and encourages applications from candidates of various backgrounds, including those from under-represented Member States, minority groups, indigenous groups, and persons with disabilities. The organization maintains a zero-tolerance policy against harassment and ensures confidentiality in the recruitment process.