Secretarial Assistant

hace 3 semanas

San José, San José, Costa Rica UNESCO A tiempo completo

OVERVIEW

Post Number: 3CRADM0711RP

Grade:
G-5

Parent Sector:
Sector For Administration and Management (ADM)

Duty Station:
San Jose

Job Family:
General Administrative Support

Type of contract:
Fixed Term Field

Duration of contract: 2 years, renewable

Application Deadline (Midnight Paris Time): 05-JUN-2023

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

OVERVIEW OF THE FUNCTIONS OF THE POST

This post is located in the UNESCO Regional Office in San José, Costa Rica. The incumbent works under the overall authority and direct supervision of the Director of the Office.

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 the management of the information of the Office.


The main responsibilities include:

Screen requests for appointments with supervisor according to the nature of the requests and their urgency.


Maintain supervisor's calendar, confirm mutually convenient schedules and arrange appointments or rearrange schedules disrupted by unexpected events, receive visitors, place and screens telephone calls.

Respond to queries and correspondence, often of a sensitive, confidential or technical nature.

Coordinate and lead secretarial support services for high-level meetings and special projects/events.

Attend meetings, prepare minutes, monitor follow-up activities.


Review, record, distribute and process incoming mail and correspondence; follow up on pending actions; prepare draft responses to a wide range of correspondence and other communications.


Perform a variety of administrative duties (e.g., arrangements for meetings and other events, reservations, budget preparation and follow-up, contracting, missions, etc.).

Coordinate with other units to ensure smooth running and expedition of work within the Office.

Search, compile, and organize background information and reference materials from various sources for reports, briefs and speeches. Liaise with PAX on reporting and country profiles, National Commissions.


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) - For detailed information, please consult the UNESCO Competency Framework.


REQUIRED QUALIFICATIONS

EDUCATION
Completed secondary, technical diploma and/or vocational school.

WORK EXPERIENCE
Minimum of 5 (five) years of relevant professional experience in administration, secretarial support and/or related field(s).

Experience in coordinating secretarial support services for high-level and/or representational meetings.

Experience in managing the agenda of senior staff and providing administrative and organizational support for meetings and missions.

SKILLS AND COMPETENCIES
Good interpersonal and communication skills.

Good analytical and problem solving skills.

Capacity to draft contracts, prepare meeting documents, briefings, etc.

Ability to systematize and synthesize information, be organized and know how to prioritize.

Ability to operate with a considerable degree of autonomy, to take initiative and work effectively in a team.

Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds and high-level counterparts.

LANGUAGES
Excellent knowledge of Spanish and good knowledge of English.

DESIRABLE QUALIFICATIONS

WORK EXPERIENCE
Relevant experience within an UN agency or other international organization.

Relevant experience in the field of administrative and secretarial support.

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.

For more information in benefits and entitlements, please consult ICSC website and UNESCO's career website.

SELECTION AND RECRUITMENT PROCESS
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UNESCO does not charge a fee at any stage of the recruitment process.

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