Intitulé : EXECUTIVE ASSISTANT (Seuls les candidats ayant le droit de travailler en France peuvent présenter leur candidature à ce poste).

Domaine : Soutien administratif général – Secrétariat de direction

Numéro de poste : CLT 390

Classe : G-7

Organisation : SECTOR FOR CULTURE

Lieu principal : FR-Paris

Recrutement ouvert à : Candidats internes et externes

Catégorie de contrat : Engagement de durée définie

Salaire : 48 631 Euros (Annual Salary)

Clôture des candidatures : (Minuit heure de Paris) : 03 Novembre 2018

RESUME DES FONCTIONS DU POSTE

Under the guidance and direct supervision of the Assistant Director-General for Culture (ADG/CLT), the incumbent provides substantive and administrative support services to the ADG/CLT through the efficient and discreet management of information and documentation, organization of/preparation for meetings and follow-up on actions. This involves direct contact with staff, managers and high-ranking officials within and outside the Organization.

In particular, s/he will:

Take full responsibility for the schedule of the ADG/CLT; arrange appointments and maintain the agenda of the ADG/CLT; serve as first point of contact and liaison with senior officials; receive visitors (often high-ranking); screen telephone calls and answer enquiries; prioritize and resolve competing demands, organize travel and missions of the ADG/CLT.

Organize the work of the Office of the ADG/CLT with respect to communications and workflows; coordinate and follow-up effectively and efficiently; facilitate interaction and information flow; identify and bring sensitive, complex and urgent matters to the attention of the ADG/CLT; disseminate and provide information and guidance to staff at all levels within the Sector.

Organize and take full responsibility of the smooth and efficient running of the Office of the ADG/CLT, establishing and improving procedures, tracking and filing systems for correspondence and documents, proposing deadlines; monitor work progress and cases of priority and concern to the ADG/CLT; organize high-level meetings ensuring the production and distribution of documentation, note taking and minutes.

Research, compile and summarize materials in preparation of reports, briefings, speeches; scan information sources to identify issues of interest to the ADG/CLT; prepare materials and presentations for official trips/special meetings; independently handle a wide range of complex information requests and queries; draft responses to a diverse, high-level and wide range of correspondence and other communications.

Follow-up on the preparation by staff of reports, correspondence, briefing notes and other documents for the ADG/CLT; exercise quality control function for the outgoing documents; prepare correspondence for the signature of the ADG/CLT, make informal translations, as applicable, as well as contribute and maintain elements within the digital and shared institutional memory of the Culture Sector.

COMPETENCES

QUALIFICATIONS REQUISES

Education

Completed secondary, technical and/or vocational education.

Work Experience

At least ten (10) years of relevant work experience in secretarial, administrative or related tasks in an international professional environment.

Experience working for a supervisor with senior managerial responsibility and/or high-level officials is required.

Skills and competencies

Excellent interpersonal and communication skills.

Excellent drafting skills in English or French and ability to make synthesis.

Excellent organizational and coordination skills.

Good time management 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.

Ability to set priorities and to organize work independently based on established guidelines and general direction from the ADG/CLT.

Sense of diplomacy, discretion and professional integrity.

Excellent IT skills (Outlook, Word, Excel, PowerPoint).

Languages

Excellent knowledge of either English or French and very good knowledge of the other language.

QUALIFICATIONS SOUHAITEES

Education

Specialized training/certification in administration and/or secretariat.

Work Experience

At least five (5) years of relevant experience as Executive Assistant or in a similar role.

Knowledge of UNESCO rules, administrative procedures and standard practices.

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

Working experience in cultural institutions.

Languages

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

SALAIRES ET INDEMNITES