Executive Assistant

Post Number : PAX 900

Grade : G-7

Parent Sector : Priority Africa and External Relations Sector (PAX)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 22-APR-2024

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

(Only candidates who are entitled to work in France may apply to this position).

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the guidance and direct supervision of the Assistant Director-General for Priority Africa and External Relations (ADG/PAX), the Executive Assistant is responsible for providing substantive and administrative support services to the ADG/PAX on the Félix Houphouët Boigny-UNESCO Peace Prize. The post involves direct contact with staff and managers at large, contacts with high-ranking officials, both within and outside the Organization.

The post requires the ability to set priorities and to organize work independently based on established guidelines and general direction from the ADG/PAX.

Long Description

In particular, the Executive Assistant will:

• Organize the work of the ADG/PAX concerning the Félix Houphouët Boigny-UNESCO Peace Prize with respect to communications, meetings and workflows; provide substantive and administrative support and follow-up effectively and efficiently; facilitate interaction and information flow between ADG/PAX and different partners of the Prize; identify and bring sensitive and urgent matters to the attention of the ADG/PAX.
• Respond to requests formulated by various partners of the Prize management and scheduling with appropriate consultation as required; serve as first point of contact and liaison with senior officials; receive visitors (often high-ranking); place and screen telephone calls and answers enquiries; effectively prioritize and resolve related competing demands.
• Organize and facilitate the administrative work of the Prize including establishing and improving procedures and tracking systems for correspondence and documents; verify the compliance with corporate standards and within established deadlines; organize high-level meetings and finalize agenda, invitations, production and distribution of documentation of the Prize, note taking and preparation of minutes of meetings as well as follow-up on required actions.
• Research, compile and summarize background materials for use in the preparation of reports, briefings, speeches; draft responses to a diverse and wide range of correspondence and other communications related to the Prize; coordinate responses to sensitive/complex inquiries.

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least ten (10) years of relevant professional experience in administrative, secretarial or related tasks in an international environment.
• Experience working for a supervisor with senior management responsibility and/or high-level officials.

Long Description

Skills & Competencies

• Excellent interpersonal skills and ability to establish and maintain positive working relationships, team-worker oriented.
• Excellent communication skills, both in writing and orally, in English and French.
• Excellent organizational and coordination skills.
• Ability to work effectively within tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Capacity to deal efficiently and tactfully with different partners/institutions and other stakeholders at all levels in a multicultural environment.
• Ability to set priorities and monitor own work plans.
• Sense of diplomacy, discretion and professional integrity.
• Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc.).

Languages

• Excellent knowledge (oral and written) of either English or French and very good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Education

• Specialized training/certification in administration and/or office management or related field.

Work Experience

• Work experience in similar functions within the UN system or an international organization/institution.

Skills & Competencies

• Familiarity with the work and general functioning of international organizations and/or of the UN system.
• Excellent proof-reading skills. 

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 53 842 Euros.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO Careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.