Closing date: Thursday, 12 February 2015
Domain
External Relations
Post Number: ERI 330
Grade: G-3
Organizational Unit: SECTOR FOR EXT RELATIONS & PUBLIC INFORM
Primary Location: FR-Paris
Recruitment open to: Internal and external candidates
Type of Contract: Fixed Term
Salary: 30 693 Euros
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Assistant Director-General for External Relations and Public Information the incumbent shall provide the basic secretarial and administrative support, such as:
- Receive, analyse, register and distribute incoming correspondence/documents; determine the importance and priority of documents received; establish and monitor deadlines for required action; prepare and review correspondence/documents prepared in English and/or in French for the signature of the ADG/ERI; and prepare informal translation of documents.
- Process various documents; make or recommend changes (re-format or finalize the formatting of documents, review/edit) and ensure conformity to UNESCO and Sector standard practices and protocol; keep track of, search and collect information, data and documentation related to the Sector's programmes and activities from various sources and present them in the required format.
- Assist in the organization of meetings and events by entering travel details, making travel arrangements, take part in logistical arrangements for facilities and equipment, maintain and update lists, prepare standard correspondence and assemble documents for participants. Provide other administrative support by initiating and following up transactions in the relevant automated systems (e.g. enters contract details, runs reports, creates local orders etc.).
- Maintain and monitor information systems in both physical and electronic media, prepare correspondence and assemble documents for Unit meetings/missions, take notes and follow-up on required action.
REQUIRED QUALIFICATIONS
EDUCATION
- Completed secondary education and/or vocational education.
WORK EXPERIENCE
- At minimum of two (2) to three (3) years relevant experience in secretarial or administrative tasks in an international environment/organization/institution.
SKILLS/COMPETENCIES
- Good interpersonal and communication skills, including ability to draft correspondence and correct documents;
- Good organizational and coordination skills-
- Excellent coordination and interpersonal skills;
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
- Diplomacy and politeness in dealing with various organizations and individuals requesting information
- Flexibility in adjusting to work schedules and priorities.
- Good computer skills (word, excel, electronic mail functionalities).
LANGUAGES
- Excellent knowledge of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
EDUCATION