Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Paris
Country: France
Deadline Date: 10-MAR-2025

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 dedicated to fostering a culture of peace, promoting sustainable development, and ensuring access to quality education for all.

Job Overview:
The position of Administrative Support is crucial for the effective functioning of the Chief Information and Technology Officer's (CITO) office within the Bureau for Digital Business Solutions (DBS). The incumbent will be responsible for managing the Director's agenda, scheduling appointments, and facilitating communication between the Director and staff members. This role requires a proactive approach to handling sensitive and urgent matters, ensuring that correspondence is prioritized and addressed appropriately. The Administrative Support will also be tasked with organizing meetings, preparing documentation, and maintaining the Bureau's filing systems. The position demands a high level of professionalism and discretion, as well as the ability to work in a multicultural environment. The incumbent will also assist in Human Resources activities and ensure that the office operates smoothly by performing additional tasks as needed.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support include managing the Director's agenda and appointments, filtering telephone calls, making travel arrangements, organizing meetings, preparing correspondence, and taking notes during meetings. The incumbent will analyze and distribute incoming correspondence, determine priorities, and follow up on required actions. They will prepare high-level correspondence, review documents for signature, and maintain the Bureau's filing systems. Additionally, the Administrative Support will assist in HR activities, prepare documentation for recruitment and training, maintain organization charts, and manage leave records. The role may also involve collecting and organizing information related to the Bureau's activities and entering data into computerized systems. The incumbent will provide guidance to other support staff and new employees on administrative procedures and office automation tools.

Required Qualifications:
Candidates must have completed secondary, technical, or vocational education. A minimum of eight years of relevant work experience in secretarial, office coordination, or administrative functions is required. The position demands excellent communication skills in both oral and written forms, particularly in English and French. Strong service-oriented skills, organizational abilities, and the capacity to handle complex situations are essential. Candidates should possess excellent IT skills, including proficiency in Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint. A sense of diplomacy, discretion, and professional integrity is also necessary for this role.

Educational Background:
While a completed secondary, technical, or vocational education is mandatory, a university degree is preferable. Specialized training or certification in administration or secretarial work is also advantageous for candidates applying for this position.

Experience:
Candidates should have a minimum of eight years of relevant work experience in administrative roles, particularly in secretarial or office coordination functions. Experience in an IT or digital environment, as well as working within the UN System or other international organizations, is highly desirable.

Languages:
Candidates must have excellent knowledge of English or French, both written and spoken, with good knowledge of the other language being an asset. Knowledge of another official language of UNESCO, such as Arabic, Chinese, Russian, or Spanish, is also considered desirable.

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 benefits may include 30 days of annual leave, family allowance, medical insurance, and a pension plan. UNESCO emphasizes the importance of diversity and encourages candidates from under-represented Member States, minority groups, and individuals with disabilities to apply. The recruitment process will involve online applications, assessments, and interviews, with a focus on maintaining confidentiality throughout.