Executive Assistant

OVERVIEW
**Post Number**: BSP 044
**Grade**: G-6
**Parent Sector**: Bureau of Strategic Planning (BSP)
**Duty Station**: Paris
**Job Family**: General Administrative Support
**Type of contract**: Fixed Term
**Duration of contract**: 2 years, renewable
**Application Deadline (Midnight Paris Time)**: 20-JAN-2025
**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
UNESCO’s Bureau of Strategic Planning (BSP) drives the Organization’s strategic planning and reporting, resource alignment, and programme coherence while building robust partnerships to support its mission. BSP develops UNESCO’s Medium-Term Strategy and Biennial Programme, ensuring alignment with global priorities and the Sustainable Development Goals (SDGs). In addition, BSP coordinates corporate partnerships, oversees the mobilization of voluntary resources, and manages grant agreements. It also promotes results-based management, oversees programme monitoring, and supports capacity building, ensuring that UNESCO’s initiatives are both effective and responsive to global needs.
Under the overall authority and the immediate supervision of the Director of UNESCO’s Bureau of Strategic Planning (DIR/BSP), the incumbent provides effective executive, administrative, and communication support to the Bureau Director, ensuring the smooth functioning of the Bureau Director’s front office. This includes managing the flow of information, coordinating schedules, and handling high-priority administrative tasks.
Long Description
In particular, the incumbent will be responsible for the following:
Calendar management and scheduling
Arrange/rearrange appointments and maintain supervisor's schedule with appropriate consultation, as required.
Effectively prioritize and resolve related conflicts and competing demands, as well as consult on who should participate in any respective meeting.
Serve as first point of contact and liaison with senior officials internally and externally.
Receive high ranking visitors, place and screen telephone calls, and answer enquiries on behalf of the Director of BSP in collaboration with the entire front office.
Preparation of materials and briefings
Ensure the supervisor has timely and relevant briefing materials and background documentation for meetings, missions, and other engagements. This includes compiling and summarizing information for the preparation of briefs, speeches, and reports.
Ensure quality control for outgoing documents, proofread and edit texts for adherence to protocol, format, and style.
Long Description
Correspondence management and inter-office communication
Oversee all correspondence, including logging, prioritizing, assigning, and responding as appropriate. This includes working closely with colleagues within the Bureau, CAB Correspondence team, and other departments to ensure timely and accurate responses, while also drafting replies to standard inquiries and coordinating the review of more complex communications.
Coordinate the dissemination of corporate communications, directives, and guidance from the Director’s office to staff, ensuring the right information reaches the appropriate parties at the right time. This includes providing guidance on office procedures and automated systems to new or temporary staff.
Organizing administrative functions of the office
Establish internal procedures and tracking systems for documents and correspondence.
Verify that administrative work meets corporate standards and deadlines, monitor progress on priority issues as determined by the supervisor.
Establish and maintain filing and reference systems according to UNESCO and ADM/DIT/ARC rules.
Perform other functions such as purchase of stationery, managing leave, attendance records, and travel management (i.e. keeping a list of numbers of travel days of BSP staff), as well as other tasks as requested by the supervisor.
Long Description
Mission travel and meeting logistics
Provide administrative and logístical support for high-level meetings, managing agendas, invitations, and documentation, as needed.
Make necessary arrangements for supervisor’s travel, meetings, and events, including venue, reservations (e.g. travel/hotel/room), participant lists, etc.
Work closely with in-house corporate services (e.g. BFM, HRM) to resolve related logístical issues, ensuring smooth travel and meeting preparations for the supervisor.
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 school education.
Work Experience
A minimum of 8 (eight) years of relevant work experience in the area of general administration, which may include finance and bud