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 building peace in the minds of men and women through education, science, culture, communication, and information.

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 complex matters, ensuring that the Director is well-informed and that all administrative tasks are executed efficiently. The incumbent will also be involved in organizing meetings, preparing correspondence, and maintaining the Bureau's files and reference systems. The position demands a high level of professionalism, discretion, and the ability to work in a multicultural environment, as well as strong organizational skills to manage multiple tasks effectively.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include managing the Director's agenda and appointments, filtering telephone calls, making travel arrangements, organizing meetings, and preparing necessary documentation. The incumbent will analyze and distribute incoming correspondence, determine priorities, and follow up on required actions. Additionally, the role involves preparing high-level correspondence, reviewing documents for accuracy, maintaining the Bureau's filing systems, and providing guidance to other support staff. The incumbent will also assist in Human Resources activities, maintain records, and perform additional tasks to ensure the smooth operation of the CITO office. This position requires a proactive approach to problem-solving and the ability to handle complex situations with professionalism and integrity.

Required Qualifications:
Candidates must have completed secondary, technical, or vocational education, with a minimum of eight years of relevant work experience in secretarial, office coordination, or administrative functions. Excellent communication skills in both English and French are essential, along with strong service-oriented skills to interact effectively with various stakeholders. The ability to manage complex situations, prioritize tasks, and maintain a high level of organization is crucial. Proficiency in IT skills, including Microsoft Office applications, is also required.

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:
The position requires a minimum of eight years of relevant work experience in administrative support roles. Experience in an IT or digital environment, as well as familiarity with the UN System or other international organizations, is highly desirable. Candidates should demonstrate a proven track record of managing administrative tasks effectively and efficiently.

Languages:
Candidates must possess excellent knowledge of English and French, both written and spoken. A good knowledge of the other language is also required. Knowledge of additional official languages of UNESCO, such as Arabic, Chinese, Russian, or Spanish, is considered an asset.

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 an online application, assessments, and reference checks.