OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director of Human Resources Management and the immediate supervision of the Executive Assistant of the Director, the incumbent shall provide general office support services to the Office of the Director of the Bureau of Human Resources Management (DIR/HRM). The incumbent shall provide a variety of secretarial and administrative support tasks that contribute to the timely and effective accomplishment of correspondence, documentation production, workflows, retrieval and tracking of information, and administrative transaction initiation.

In particular, the incumbent will:

• Use standard word processing packages ta prepare a variety of general correspondence, reports, tables, charts, etc., in accordance with UNESCO standards and templates.
• Review, record, route and/or process mail or other documents, retrieve, gather and structure pertinent background material from various sources; track and monitor follow-up action as required.
• Maintain and update filing systems (bath paper and electronic) and databases of the unit.
• Update and maintain large distribution lists; assemble documents, reports and other materials for global dissemination, where possible using electronic formats; coordinate the provision of external services (e.g. translation, building, 1T etc.) when required.
• Assist in agenda management and organization of internal/external meetings and events by arranging meeting facilities and equipment, collating documents for participants; assist in making travel arrangements.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical, and/or vocational education.

Work Experience

• A minimum of two (2) years of relevant professional experience in administrative and/or secretarial tasks.

Skills and competencies

• Excellent organizational skills.
• Excellent drafting skills in French and/or English.
• Excellent attention to detail.
• Good interpersonal and teamwork skills.
• Good IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.).
• Ability to demonstrate discretion and exercise confidentiality.
• Ability to demonstrate initiative and flexibility.

Languages

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

DESIRABLE QUALIFICATIONS

Work Experience

• Experience in the front-line delivery of services providing a range of secretarial and/or administrative support services.
• Experience in general office work in an international environement.

Languages

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