Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Paris
Country: France
Deadline Date: 25-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's mission is to contribute to the building of peace, the eradication of poverty, sustainable development, and intercultural dialogue through its work in education, the sciences, culture, communication, and information.

Job Overview:
The position of Administrative Support is crucial for the effective functioning of the HYD/GSW Section within UNESCO's Natural Sciences Sector. The incumbent will work under the overall authority of the Assistant-Director General and will be directly supervised by the Chief of the Section of Groundwater Sustainability and Water Cooperation. The primary responsibilities include providing administrative support, ensuring quality and consistency in office workflows, and managing information effectively. The role requires a proactive approach to budgetary support, programme administration, and documentation management, ensuring that all tasks are completed efficiently and in accordance with UNESCO's standards. The incumbent will also be expected to assist in organizing meetings and events, manage logistical arrangements, and maintain accurate records, all while fostering a collaborative and respectful work environment.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Budgetary Support: Reviewing and analyzing budgetary data, responding to inquiries, and drafting financial updates and reports.
• Programme Administration: Organizing meetings and outreach activities, preparing agendas and reports, and handling logistical arrangements for events.
• Administrative Coordination: Coordinating administrative support for expert missions and meetings, preparing contractual documents, and managing payment requests.
• Project and Programme Reporting: Guiding project reporting requirements, processing visas, and making travel arrangements for staff.
• Documentation and Records Management: Maintaining and updating project documentation, managing electronic and hard-copy files, and ensuring compliance with UNESCO standards for correspondence.

Required Qualifications:
The required qualifications for this position include completed secondary, technical, or vocational education. Candidates should possess a minimum of five years of relevant work experience in secretarial and administrative support tasks, preferably in an international environment. Strong analytical and organizational skills, good interpersonal and communication abilities, and proficiency in MS Office are essential. Candidates must demonstrate discretion, flexibility, and the ability to manage heavy workloads while maintaining attention to detail.

Educational Background:
Candidates must have completed secondary, technical, or vocational education. Additional training in general administration or a background in natural sciences or related fields is desirable but not mandatory.

Experience:
A minimum of five years of relevant work experience is required, particularly in secretarial and administrative support roles. Experience in an international organization or familiarity with the UN system is highly valued. Candidates should have a proven track record of providing administrative support services and managing communication materials effectively.

Languages:
Excellent knowledge of French or English is mandatory, with good knowledge of the other working language being advantageous. Knowledge of another official UNESCO language such as Arabic, Chinese, Russian, or Spanish is considered a desirable qualification.

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 43,734 EUR, and benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. The recruitment process will involve an online application, and selected candidates will undergo reference checks.