Assistant/e de Direction

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Position Title: Assistant/e de Direction
Location: Port-au-Prince
Country: Haiti
Deadline Date: 24-FEB-2025

Job Details

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 operates in over 190 countries and has a workforce of approximately 2,000 employees. UNESCO is dedicated to fostering a culture of peace, promoting sustainable development, and ensuring access to quality education for all.

Job Overview:
The Assistant/e de Direction will work under the direct authority and supervision of the Director of the UNESCO Office in Port-au-Prince, Haiti. This role is crucial for the smooth operation of the office and serves as the primary liaison between the Representation and other services within the Bureau. The Assistant 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. The position requires a proactive approach to ensure that all administrative functions are executed efficiently and effectively, contributing to the overall mission of UNESCO in Haiti.

Duties and Responsibilities:

• Ensure the efficient functioning of the Director's secretariat by managing the daily agenda, organizing meetings and appointments with government authorities and institutions, and supervising the preparation of documents for the Director's approval.
• Respond to incoming phone calls and filter them appropriately; prepare responses to emails and official correspondence, maintaining a record of actions taken.
• Analyze incoming correspondence and redirect it to the relevant personnel; ensure the Director is informed of validated action plans following meetings.
• Organize the Representation's files by implementing an effective filing system for reports, documents, letters, work plans, and draft reports.
• Coordinate all aspects 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, ensuring timely communication with UNESCO Headquarters regarding activities and relevant administrative matters.

Required Qualifications:

• Completed secondary, technical, or vocational education in secretarial studies, management, administrative support, or a related field.
• A minimum of five years of relevant professional experience in secretarial or administrative support, management, or related fields.
• Strong diplomatic skills, professionalism, integrity, discretion, and teamwork spirit.
• Excellent interpersonal and communication skills.
• High level of organization and ability to handle information objectively, accurately, and confidentially.
• Exceptional 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.

Educational Background:
Candidates must have completed secondary education, technical or vocational training in secretarial studies, management, or a related field. Specialized training or certification in general secretarial work, administration, or office management is desirable.

Experience:
Candidates should possess at least five years of relevant professional experience in secretarial or administrative support roles, preferably within international organizations or the United Nations system. Experience in a multicultural environment is an asset.

Languages:
Fluency in French (oral and written) is required, along with a good command of English. Knowledge of Creole is considered an asset.

Additional Notes:
The position is a fixed-term contract for a duration of two years, renewable based on performance and organizational needs. The role is full-time, and candidates must have the right to work in Haiti. The approximate annual starting salary for this position is 10,554 USD, with additional benefits including 30 days of annual leave, family allowance, medical insurance, and a pension plan. UNESCO emphasizes a commitment to diversity and encourages applications from under-represented groups.