Post Number : DBS-101
Grade : G-6
Parent Sector : Bureau for Digital Business Solutions (DBS)
Duty Station: Paris
Job Family: General Administrative Support
Type of contract : Fixed Term
Duration of contract : 2 years with possibility of renewal
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 05-SEPT-2022
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France can apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Long Description
The incumbent reports directly to the Chief Information
and Technology Officer (CITO) and works closely with the management team
of the Bureau for Digital Business solutions. He/she coordinates and
delivers a full range of variety of administrative support services to
ensure the effective functioning of the CITO Office. The incumbent will:
Long Description
- Manage the Director's agenda and
schedule appointments. Receive and filter the Bureau Director's
telephone calls, providing information and re-directing calls, where
possible, to the appropriate unit. Make travel and mission arrangements.
Organize meetings, prepare correspondence and assemble documents for
these meetings/missions, as well as take notes and follow up on required
actions.
- Facilitate interaction and information
flow between the Director and staff members of the Bureau; identify and
bring sensitive complex and urgent matters to the attention of the CITO.
- Receive, analyze, register and
distribute incoming correspondence and other documents. Determine the
importance and priority of documents received and whether they should be
seen by the Director or handled directly by technical/information
specialists within the Bureau/sections, and establish deadlines for
required action or reply. Follow up with Section Chiefs and other
professionals on deadlines for answers or other required actions.
- Prepare correspondence (often high
level) and answer to requests for information on Bureau
technical/informations and activities, providing relevant documentation.
Review correspondence and other documents prepared in English and/or
French for the signature of the Bureau Director, and make or recommend
changes to format, style, spelling or grammar, as well as make informal
translation of documents.
- Establish and maintain the Bureau's
files and reference systems for documents and correspondence, as well as
procedures for the processing and approval of documents. Provide
instructions and guidance to other support staff within the Bureau and
to new Professional employees on UNESCO policies, procedures and
practices related to administrative matters, the preparation and
handling of documents and correspondence, relations with Member States
and the organization of statutory and other meetings and missions, and
on the office automation tools used by the Bureau.
Long Description
- Prepare/process various documents (e.g. minutes briefs, reports,
briefings, contracts, budget and other documents). Reformat or finalize
the formatting of documents using various software (e.g. MS Word,
PowerPoint, Excel, Visio, etc... ). Collect and organize information and
data related to the Bureau technical/informations and activities from a
variety of sources (Internet, office files, records, etc... ) and
present it in various formats as required. Enter information and data
into central computerized systems (e.g., leave reports system, etc).
- Provide assistance and support in Human Resources activities.
Prepare documentation to facilitate different HR transactions
(recruitment, classification, training, etc.) and maintain a log of
transactions in process. Follow up on the status of requests. Maintain
records/HR files for the Bureau. Maintain organization charts up to date
by tracking post and staff changes, updating charts and submitting them
to the supervisor for management approval. Maintain leave
records/schedules and provide information on the rules and procedures
regarding leave and provides advice and guidance on the resolution of
leave related issues.
- Perform additional activities that may be required to ensure the smooth operation of the CITO office.
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)
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical, and/or vocational education
Work Experience
- A minimum of eight (8) years of relevant work experience in
secretarial, office coordination, administrative or related functions.
Skills and competencies
- Excellent communications skills (oral and written), including excellent drafting skills in English and French.
- Strong service-oriented skills and ability to deal efficiently and
tactfully with different internal and external partners/institutions and
other stakeholders at all levels in a multicultural environment.
- Excellent organizational and coordination skills with ability to
take initiative, establish priorities and monitor own work plans.
- Ability to deal with complex and sensitive situations and flexibility to adjust work schedules, tight deadlines and priorities.
- Sense of diplomacy, discretion and professional integrity.
- Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc..).
Languages
- Excellent knowledge of English and French (both written and oral).
DESIRABLE QUALIFICATIONS
Education
- A university degree would be preferable.
- Specialized training/certification in administration and/or secretariat.
Work Experience
- Working experience in an IT or digital environment
- Working experience within the UN System or another international organization/institution.
Skills and competencies
- Knowledge of information technologies
Languages
- Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish).
ASSESMENT
An assessment exercise may be used in the evaluation of candidates
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.
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.
Footer
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.
Comment postuler
Postuler en ligne