Assistant Secretary of The General Conference

OVERVIEW
**Post Number**: GBS 008
**Grade**: P-5
**Parent Sector**: Secretariat of the Governing Bodies (GBS)
**Duty Station**: Paris
**Job Family**: Management/Audit/Oversight
**Type of contract**: Fixed Term
**Duration of contract**: 2 years, renewable
**Application Deadline (Midnight Paris Time)**: 24-FEB-2025
**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
The Secretariat of the Governing Bodies (GBS) brings together the Secretariats of the General Conference (SCG) and of the Executive Board (SCX) in a combined structure that, while retaining two separate and dedicated units servicing each of the governing bodies, ensures a common management and supervision structure for greater synergies between the two. The General Conference, comprising representatives of all Member States, is UNESCO’s primary decision-making body. It determines the policies and main lines of work of the Organization and it approves UNESCO’s biennial programme and budget. The Executive Board, composed of 58 Member States, assures the overall management of the Organization. It examines the Organization’s programme and budget, and is responsible for the implementation of the programme adopted by the General Conference.
Under the overall responsibility of the Director of the Governing Bodies (DIR/GBS), the Assistant Secretary of the General Conference leads the dedicated structure responsible for ensuring the efficient functioning of the General Conference. Acting as the deputy to the Secretary of the Governing Bodies, the Assistant Secretary supports and complements the Secretary's work across all his/her functions. This role is pivotal in maintaining seamless coordination and communication with Member States, the President of the General Conference, and members of the management team. A key member of the GBS managerial team, the Assistant Secretary ensures the effective organization and smooth execution of General Conference sessions, addressing procedural, administrative, and strategic needs. In addition, he/she provides critical support to the Secretary of the Governing Bodies and the Assistant Secretary of the Executive Board, stepping in as needed to ensure continuity and high-level oversight.
In particular, the incumbent will be responsible for the following:
Long Description
**Preparation of the General Conference sessions**:
Advise and make recommendations to the Secretary on all political and technical aspects of the organisation of the session of the General Conference.
Establish, for the approval of the Executive Board, the provisional agenda of the session (document C/1), after its review by the Director-General, as well as the agendas of the subsidiary bodies of the Conference, providing advice and recommendations on the pertinence and timing of all items to be placed on the agenda.
Prepare, for the Director-General's approval, then the Executive Board's, the organization of the work of the session (document C/2).
Establish the timetable of preparation of the documents of the session, taking into account the need to respect the deadlines set by the Rules of Procedure of the General Conference, as well as the political, budgetary and time constraints of the Secretariat.
Establish other official documents relating to the Conference session (Circular letters on amendments to the Constitution, Invitations to the Conference, Credentials, Resolutions, General Policy Debate) and all Board and Conference documents concerning Invitations to the Conference, Venue, Elections to the Executive Board and to all other organs elected by the Conference.
Formulate recommendations on the selection and the appointment of the Secretaries and staff seconded to GBS to serve the subsidiary bodies of the Conference and the Delegates' Information Office, for the approval of the Director-General, and provide training for Secretaries and their teams in all aspects related to the functioning of subsidiary organs, and particularly on treatment of draft resolutions and report-drafting.
Advise and make recommendations in an appropriate manner to the members of the Permanent Delegations, Secretaries-General of National Commissions and to the members of the Secretariat on the preparation and the organisation of the work of the Conference, taking into consideration all the political, logístical, financial and budgetary aspects.
Ensure the respect of the statutory deadlines for submission of documents as planned, in order to ensure a cost-efficient management of the budget of the languages services; edit, proof-read and approve publication of all documents of the General Conference.
Coordinate the treatment of Draft Resolutions relating to the C/5, formulating recommendations on admissibility and acting as Secretary to the Admissibility Committee.
Supervise and coordinate with Member States the inscription of Heads of Delegation to the General Policy Debate.
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