Executive Assistant

United Nations Educational, Scientific and Cultural Organization

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Description

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This post is located in the Kingston Field Office and works under the overall authority and direct supervision of the Office Director. This post coordinates and performs the full range of office and management support and administrative tasks, and provides direct assistance to the Director in order to ensure quality and consistency of the flow of office work and management of the information of the Office.

Administration:

  •  Respond to queries and correspondence, often of a sensitive, confidential or technical nature.
  • Attend meetings, prepares minutes, monitors follow-up activities; makes arrangements for formal editing, translation, etc., of documents and publications.
  • Coordinate the work of other support staff, establishes priorities and ensures equitable distribution of work.
  • Review, records, distributes and processes incoming mail and correspondence; follows up on pending actions; prepares draft technical responses to a wide range of correspondence and other communications, often requiring knowledge of technical terminologies and/or detailed office procedures.
  • Carry out quality control functions for outgoing documents; proofreads and edits texts for adherence to format, grammar, punctuation and style.
  • May coordinate/ guide the work of other support staff and ensures equitable distribution of work.
  • Screen requests for appointments with supervisor according to the nature of the requests and their urgency. 
  • Coordinate with other units to ensure smooth running and expedition of work within the unit (e.g. following up contract extensions and requests for temporary staff).
  • Orient new staff to relevant administrative procedures and practices and provides general assistance to other office support staff as required.
  • Search, compile, and organize background information and reference materials from various sources for reports, briefs and speeches. Generates a variety of statistical and other reports from various databases.
  • Undertake additional activities that may be required to ensure the success of the work team.
  • Periodically review the efficiency of office procedures and makes recommendations for improvement. Updates office websites, knowledge management tools/ databases etc.

Logistics:

  • Maintain supervisor’s calendar; confirms mutually convenient schedules and arranges appointments or rearranges schedules disrupted by unexpected events; receives visitors; and places and screens telephone calls.
  • Coordinate and leads secretarial support services for high-level meetings, service- or Office-wide training and special projects/ events.
  • Perform a variety of administrative duties (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget preparation and follow-up, etc.).
  • Create and maintains the Office filing and reference systems.

Required Qualifications:

Education:

  • Completed secondary, technical or vocational education.

Work Experience:

  • At least 5 years of relevant work experience in secretarial, administrative tasks in an international professional environment.  
  • Experience working for a supervisor with senior managerial responsibility and/or high-level officials.

Skills And Competencies:

  • Excellent interpersonal and communication skills.
  • Excellent drafting skills in English.
  • Excellent organizational and coordination skills.
  • Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
  • Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules.
  • Sense of diplomacy, discretion and professional integrity.
  • Excellent IT skills (Outlook, Word, Excel, PowerPoint).

Languages:

  • Excellent knowledge (oral and written) of English.
  • Basic knowledge (understanding and informal translation) of French.

Source: https://careers.unesco.org/job/Kingston-Executive-Assistant/771518402/

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