Office Assistant

OVERVIEW
**Post Number**: CPE 020
**Grade**: G-4
**Parent Sector**: Division for Communications and Public Engagement (CPE)
**Duty Station**: Paris
**Job Family**: Public Information
**Type of contract**: Fixed Term
**Duration of contract**: 2 years, renewable
**Application Deadline (Midnight Paris Time)**: 24-MAR-2025
**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director for Communications and Public Engagement (DIR/CPE) and the direct supervision of the Associate Coordination Officer, the incumbent will provide a full range of office and administrative support as well as some technical assistance to the supervisor for the benefit of the Division as a whole, and will ensure clearing of requests and actions addressed to the Division.
**In particular, the incumbent will**:
Long Description
SECRETARIAL SUPPORT TO THE DIVISION (in liaison with the different Units of the Division, Central Services and Programme Sectors)
Manage DIR/CPE's agenda, missions, briefing materials for official trips or meetings.
Draft routine correspondence (memos, letters ). Follow up on established deadlines and ensure timely submissions by staff of reports, correspondence and other documents. reviewing all outgoing correspondence and official documents for style, language accuracy as well as conformance with established guidelines and procedures.
Prepare informal translations of documents.
Long Description
ADMINISTRATIVE SUPPORT
**Provide administrative support related to finance**: assist in the management of the Division's budget, procurement and other temporary assignment contracts, equipment and commodities purchase.
Provide administrative assistance to the content and event production services: manage contracts, missions and routine correspondence.
Assist in the follow-up and monitoring of the services’ budgets and funds (extrabudgetary and Regular Programme): assist in establishing and revising RP workplans and extrabudgetary funds; prepare updates on expenditures on both sources of funds; data input; follow up and preparation of files.
Long Description
LOGISTICS
Maintain office inventory and stocks of office supplies. Monitor the asset management track to ensure all administrative procurements and disposal of CPE property are done and recorded accurately.
COMMUNICATION
Contribute to light editing, translation and drafting tasks for the Division.
Provide support on developing graphical elements and graphic design for activities and events of the Division whenever needed.
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 or vocational education.
Work Experience
A minimum of three (3) years of relevant work experience in secretarial, administrative and/or programme support services or related fields.
Experience in monitoring budgets and expenses.
Proven experience in the field of communication, design, branding or related fields.
Skills and Competencies
Ability to work as part of a team, to take initiative and to provide quality and timely support and services.
Good interpersonal and communication skills, including ability to draft correspondence, review and translate documents.
Good organisational and coordination skills.
Ability to multitask.
Ability to work under tight deadlines and flexibility to adjust work schedules and priorities.
Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.) and database packages.
Strong interest and basic skills in the field of public communication and corporate branding, design or related fields.
Languages
Excellent knowledge (oral and written) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Education
Certificate and/or training in administrative support, accounting, communication or any other related area.
Work Experience
Relevant experience in similar functions in an international organization/institution.
Languages
Knowledge of other official languages of UNESCO (Arabic, Chinese, Russian and/or Spanish).
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.
The approximate annual starting salary for this post is 39 422 Euros.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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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