UNESCO recrute 01 Senior Secretarial Assistant (Seuls les candidats autorisés à travailler en France peuvent postuler)
- Niveau d’études: Non précisé
- Expérience: 8 ans
- Expire le: 30-12-2018
Humanitaire (ONG, Associations, …), Projet/programme de développement
Intitulé : SENIOR SECRETARIAL ASSISTANT (Seuls les candidats autorisés à travailler en France peuvent postuler).
Domaine : Soutien administratif général – Service de secrétariat
Numéro de poste : HRM 232
Classe : G-6
Organisation : BUREAU OF HUMAN RESOURCES MANAGEMENT
Lieu principal : FR-Paris
Recrutement ouvert à : Candidats internes et externes
Catégorie de contrat : Engagement de durée définie
Salaire : 48 834 Euros (Salaire annuel)
Clôture des candidatures : (Minuit heure de Paris) : 30 Décembre 2018
RESUME DES FONCTIONS DU POSTE
The incumbent will work under the overall authority and direct supervision of the President of the International Staff Association of UNESCO (ISAU), managing his/her immediate office with respect to communications, meetings and workflow. The Senior Secretarial Assistant coordinates and delivers a full range of variety of administrative support services to ensure the effective functioning of the Association.
The incumbent will:
Organize the work of the Secretariat. Supervise, delegate and oversee the work of the secretarial assistant to ensure the efficient and smooth running of the Secretariat. Provide regular information, guidance and on-the-job coaching of the same as well as interns and consultants. Prepare the agenda and minutes of regular meetings (including logistics and equipment). Prepare correspondence and draft responses in English and French, finalize correspondence editing and formatting documents, and prepare informal translations.
Analyze documents of the Governing Bodies, draft Administrative Circulars etc. and participate in the preparation, drafting and finalization of ISAU written comments, oral interventions and other official ISAU communication notes.
Provide substantive inputs and contribute actively in defining the strategies and key decisions of the Staff Association; make recommendations for improvement of its office space and environment. Analyze and independently respond to a variety of complex queries.
Coordinate/prepare the relevant briefing notes and background documentation for meetings with internal stakeholders; e.g. Director-General (DG), Assistant Director-General Administration (ADG/ADM), Director of the Human Resources Management (DIR/HRM) and Sectors’ Assistant Directors-General (ADG’s) as well as external partners and Executive body. Participate in regular meetings with HRM, raising issues and defending ISAU’s position.
Actively liaise and coordinate with members of the Executive and Collegium, Field Offices/Institutes. Work closely with external stakeholders with a view to establishing partnerships. Prepare agreements and contractual documents. Assist in the preparation and organization of ISAU general elections and events.
Provide advice and guidance to staff, informing them of their rights, entitlements and procedures for the contestation of administrative decisions. Make determinations and refer complex or sensitive enquiries to the President or Legal Counsel. Monitor and follow up of legal cases (e.g. Reports Board, Appeals Board, Administrative Tribunal of the International Labour Organization (ILOAT) etc..) to ensure deadlines are met. Monitor and ensure ISAU’s participation to various meetings administration and prepare briefing material.
Completed secondary, technical and/or vocational education
A minimum of eight (8) years of relevant work experience in secretarial and/or administrative functions, within the UN System or an international organization institution.
Skills and competencies
Excellent communications skills (oral and written), including excellent drafting skills in English and/or French.
Good organizational, coordination and analytical skills.
Flexibility to adjust work schedules and priorities.
Good IT skills (Outlook, Word, Excel, Power Point, etc..).
Excellent knowledge of English or French (both written and oral) and good knowledge of the other language.
Working experience in a staff association.
Skills and Competencies
Good knowledge of UNESCO’s Staff Rules & Regulations and Human Resources Manual.
Knowledge of the Statutes of the Appeals Board and the administrative procedures for filing an appeal.
Knowledge of other official language of UNESCO (Arabic, Chinese, Russian and/or Spanish).