Assistant/Secretary

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Position Title: Assistant/Secretary
Location: Rabat
Country: Morocco
Deadline Date: 25-NOV-2024

Job Details

Job Posting Organization:
The job is posted by UNESCO, the United Nations Educational, Scientific and Cultural Organization, which was established in 194

• UNESCO's mission is 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 operates in over 190 countries and has a workforce of approximately 2,000 employees. UNESCO is committed to fostering diversity and inclusion within its workforce, ensuring that its staff reflects the global community it serves.

Job Overview:
The Assistant/Secretary will work under the direct authority and supervision of the Director of the UNESCO Regional Bureau for the Maghreb. This position is crucial for ensuring the smooth operation of the office and serves as the primary liaison between the Representation and other services within the Bureau. The Assistant/Secretary will manage the secretariat, organize the Director's agenda, coordinate meetings, draft correspondence, reports, and other documents, and follow up on the implementation of actions decided by the Director. This role requires a high level of professionalism, discretion, and the ability to handle sensitive information with confidentiality. The Assistant/Secretary will also be responsible for maintaining effective communication with various stakeholders and ensuring that all administrative tasks are executed efficiently.

Duties and Responsibilities:
The Assistant/Secretary will be responsible for the following duties:

• Ensure the smooth functioning of the Director's secretariat by managing the daily agenda, organizing meetings and appointments with government authorities and institutions, supervising the preparation of documents for the Director's approval, and ensuring compliance with UNESCO's rules and procedures.
• Answer incoming phone calls and filter them appropriately; prepare responses to emails and official correspondence, maintaining a record of responses/actions and informing the Director or relevant staff as necessary.
• Analyze incoming correspondence and redirect it to the appropriate individuals; ensure the Director is informed of action plans validated during meetings organized by the Representation.
• Organize the Representation's files by implementing an efficient filing system for reports, documents, letters, work plans, and project reports.
• Coordinate the complete process of the Director's missions, including planning, travel requests, and mission closure.
• Organize the administrative and logistical aspects of meetings initiated by the Representation and participate in them as required for report preparation.
• Serve as a liaison between the Director and colleagues, communicating timely with UNESCO Headquarters regarding activity follow-ups and relevant administrative matters.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary, technical, or vocational education in the field of secretarial work, administrative support, or a related field.
• A minimum of five years of relevant professional experience in secretarial or administrative support, management, or related areas.
• Strong diplomatic skills, professionalism, integrity, discretion, and teamwork abilities.
• Excellent interpersonal and communication skills.
• High organizational skills and the ability to handle information objectively, accurately, and confidentially.
• Strong writing skills with the ability to draft letters, reports, and minutes with minimal supervision.
• Proven planning and coordination skills, with the ability to prioritize and organize work autonomously.
• Ability to interact effectively and tactfully with various partners/institutions and stakeholders at all levels in a multicultural environment.
• Proficiency in standard MS Office software (Outlook, Word, Excel, PowerPoint, Teams, etc.).

Educational Background:
The educational background required for this position includes completion of secondary education, technical or vocational training in secretarial studies, administration, or a related field. Specialized training or certification in general secretarial work, administration, or office management is desirable.

Experience:
Candidates must have a minimum of five years of relevant professional experience in secretarial or administrative support roles. Experience within the United Nations system or an international organization is considered an asset.

Languages:
The position requires excellent knowledge (oral and written) of French and a good knowledge of English. Knowledge of Arabic is also required, while knowledge of another official UNESCO language (Chinese, Spanish, or Russian) is desirable.

Additional Notes:
The contract is a Fixed Term Field position with a duration of 2 years, renewable. The recruitment is open to both internal and external candidates. The approximate annual starting salary for this position is 237,433 Moroccan Dirhams. UNESCO offers various benefits, including 30 days of annual leave, family allowance, medical insurance, and a pension plan. Candidates must complete an online application and provide accurate information. The selection process may include tests, assessments, and competency-based interviews. UNESCO emphasizes the importance of diversity and encourages applications from under-represented groups.