Administrative Assistant

**Duties**:
The position is the Administrative Assistant for the Deputy Chief of Mission (DCM) of the U.S. Mission to UNESCO. The incumbent reports directly to the DCM and works closely with the Ambassador's Admin Assistant and the Mission's Administrative and Protocol Assistant (PC-4014). The incumbent performs a wide range of administrative, operational, and technical program support functions that facilitate the overall efficiency and effectiveness of the U.S. Mission. The work requires knowledge of administrative, operations, and program support principles, a strong command of the English language, superior interpersonal skills, and in-depth knowledge of standard office computer software programs.

**Assistance to the DCM (60%)**
- Manages the DCM's calendar, schedules, and appointments.
- Screens all incoming calls, referring to other sections and officers when appropriate.
- Coordinates with the Ambassador's Admin Assistant and the Mission's Administrative and Protocol Assistant to provide the full range of administrative and secretarial support to the DCM and Ambassador and to ensure the smooth functioning of the USUNESCO Executive Office.
- Reviews, drafts, and responds to correspondence for approval within the area of authority.
- Proofreads and edits documents for accuracy, formatting, clearances, style, and compliance with regulations.
- Routes official communication to the appropriate points of contact.
- Provides back-up to the Ambassador's Admin Assistant as needed and the Administrative and Protocol Assistant, as needed.
- Reviews daily cable traffic and flag action items for the Mission.
- Prepares travel orders, hotel and transportation reservations, and travel vouchers.
- Coordinates with DCM Residence staff on all events, including sending invitations, preparing guest lists and seating charts, notifying the Regional Security Office (RSO) for access requests, and filing representation vouchers.
- Maintain Executive Office files and records disposition schedules.
- Assists with administrative preparation for major UNESCO meetings, including (but not limited to) the semi-annual UNESCO Executive Board sessions and the biennial UNESCO General Conference.
- Liaises with Tri-Mission Management (TMM) members on management issues related to USUNESCO.
- Serves as timekeeper for the DCM and the Administrative and Protocol Assistant, and serve as back-up Mission timekeeper as needed.
- Provides support to USUNESCO Officers; and
- Escorts visitors to and from the USUNESCO Executive Office.

**Travel and Budget Support (20%)**
- Assists with numerous official visitors to USUNESCO, including by clearing e-Country Clearance requests, working with the Tri-Mission Management Visit Support Unit on hotel accommodations and local transportation, and scheduling appointments for official visitors.

**Mission Workflow Management (20%)**
- Coordinates workflow between the USUNESCO Executive Office and the rest of the Mission and Tri-Mission, ensuring proper follow-up procedures are in place to meet deadlines.
- Supervises the flow of general information and meeting requests for the Mission.
- Provides work guidance to the Ambassador and DCM's drivers and to their executive Residence Staff.

**Qualifications and Evaluations**:

- Requirements:
**EXPERIENCE**:
At least 3 years of prior office management or secretarial experience is required.

Please note this announcement is simultaneously advertised with the substitution of experience for education (PARIS-2023-072 RS), please see details below:
A minimum of High school Diploma + a minimum of five (5) years of experience of prior office management or secretarial experience is required.

**KNOWLEDGE**:
Basic knowledge of UNESCO, multilateral systems, and local French culture.
- Education Requirements:
A minimum of two years of post-secondary school is required.

Please note this announcement is simultaneously advertised with the substitution of experience for education (PARIS-2023-072 RS), please see details below:
A minimum of High school Diploma + a minimum of five (5) years of experience of prior office management or secretarial experience is required.
- Evaluations:
- Qualifications:
**LANGUAGES**

**THESE WILL BE TESTED**

ENGLISH - Fluent - Speaking/Reading/Writing, may include the ability to translate

FRENCH - Good working knowledge - Speaking/Reading and Writing

**SKILLS & ABILITIES**

Excellent organizational skills. Ability to proofread and analyze information, prioritize and coordinate multiple tasks, and work independently and effectively in an often-high-pressure environment. Ability to communicate effectively. Ability to exercise sound and independent judgment on a wide range of administrative issues.

**Benefits and Other Info**:

- Benefits:

- Agency Benefits:
**SALARY**: the **annual gross salary includes**: the profit-sharing allowance, the vacation allowance, the bonus allowance and the “Comité d’Entreprise” allowance.

**MEAL TICKETS**: Meal t