General Administrative Support

Job Advertisement

Position Title: General Administrative Support
Location: Paris
Country: France
Deadline Date: 26-MAR-2025

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 mission to build peace in the minds of men and women, and it operates in over 190 countries worldwide. UNESCO employs thousands of staff members and collaborates with various partners to achieve its goals, focusing on sustainable development, cultural heritage, and educational opportunities for all.

Job Overview:
The position of General Administrative Support is crucial within the Bureau of Human Resources Management at UNESCO. The incumbent will work under the overall authority of the Director of Human Resources Management and will be directly supervised by the Executive Assistant of the Director. The role involves providing comprehensive office support services that are essential for the effective functioning of the Bureau. This includes managing correspondence, documentation production, and administrative transactions. The incumbent will be responsible for preparing various types of documents, maintaining filing systems, and ensuring that information is tracked and retrieved efficiently. The position requires a proactive approach to managing agendas, organizing meetings, and coordinating travel arrangements, thereby contributing to the overall productivity of the office.

Duties and Responsibilities:
The duties and responsibilities of the General Administrative Support position include, but are not limited to: preparing general correspondence, reports, tables, and charts using standard word processing software in accordance with UNESCO's standards; reviewing, recording, routing, and processing mail and documents; gathering and structuring background material from various sources; maintaining and updating both paper and electronic filing systems and databases; managing large distribution lists; assembling documents and reports for global dissemination; coordinating external services such as translation and IT support; assisting in agenda management and organizing internal and external meetings; arranging meeting facilities and equipment; collating documents for participants; and making travel arrangements as needed. The role requires a high level of organization and attention to detail to ensure that all tasks are completed efficiently and effectively.

Required Qualifications:
Candidates must have completed secondary, technical, and/or vocational education. Additionally, a minimum of two years of relevant professional experience in administrative and/or secretarial tasks is required. The position demands excellent organizational skills, drafting skills in French and/or English, attention to detail, interpersonal and teamwork skills, and proficiency in MS Office applications. Candidates should also demonstrate discretion, confidentiality, initiative, and flexibility in their work.

Educational Background:
The educational background required for this position includes completed secondary education, technical training, or vocational education. This foundational education is essential for performing the administrative tasks required in the role effectively.

Experience:
The position requires at least two years of relevant professional experience in administrative and/or secretarial roles. Experience in providing a range of secretarial and administrative support services, particularly in an international environment, is highly desirable. This experience will enable the incumbent to navigate the complexities of working within a global organization like UNESCO.

Languages:
Candidates must possess excellent knowledge of English or French, both written and spoken, and a good knowledge of the other language. This bilingual proficiency is essential for effective communication within the organization and with external partners. Knowledge of additional official languages of UNESCO, such as Arabic, Chinese, Russian, or Spanish, is considered a desirable qualification that can enhance a candidate's profile.

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 role is full-time, and the approximate annual starting salary is 35,529 Euros. UNESCO offers a comprehensive benefits package that may include 30 days of annual leave, family allowances, medical insurance, and a pension plan. The recruitment process involves an online application, and candidates will be evaluated based on the criteria outlined in the vacancy notice, which may include tests and assessments as well as competency-based interviews. UNESCO emphasizes the importance of diversity and encourages applications from under-represented groups, including individuals from minority and indigenous backgrounds.