Post Number : DBS 101
Grade : G-6
Parent Sector : Bureau for Digital Business Solutions (DBS)
Duty Station: Paris
Job Family: General Administrative Support
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 10-MAR-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France can apply to this position
The incumbent reports directly to the Chief Information and Technology Officer (CITO) and works closely with the management team of the Bureau for Digital Business solutions. He/she coordinates and delivers a full range of variety of administrative support services to ensure the effective functioning of the CITO Office. The incumbent will:
Facilitate interaction and information flow between the Director and staff members of the Bureau; identify and bring sensitive complex and urgent matters to the attention of the CITO.
Receive, analyze, register and distribute incoming correspondence and other documents. Determine the importance and priority of documents received and whether they should be seen by the Director or handled directly by technical/information specialists within the Bureau/sections, and establish deadlines for required action or reply. Follow up with Section Chiefs and other professionals on deadlines for answers or other required actions.
Prepare correspondence (often high level) and answer to requests for information on Bureau technical/informations and activities, providing relevant documentation. Review correspondence and other documents prepared in English and/or French for the signature of the Bureau Director, and make or recommend changes to format, style, spelling or grammar, as well as make informal translation of documents.
Establish and maintain the Bureau's files and reference systems for documents and correspondence, as well as procedures for the processing and approval of documents. Provide instructions and guidance to other support staff within the Bureau and to new Professional employees on UNESCO policies, procedures and practices related to administrative matters, the preparation and handling of documents and correspondence, relations with Member States and the organization of statutory and other meetings and missions, and on the office automation tools used by the Bureau.
Provide assistance and support in Human Resources activities. Prepare documentation to facilitate different HR transactions (recruitment, classification, training, etc.) and maintain a log of transactions in process. Follow up on the status of requests. Maintain records/HR files for the Bureau. Maintain organization charts up to date by tracking post and staff changes, updating charts and submitting them to the supervisor for management approval. Maintain leave records/schedules and provide information on the rules and procedures regarding leave and provides advice and guidance on the resolution of leave related issues.
Perform additional activities that may be required to ensure the smooth operation of the CITO office.
Education
Completed secondary, technical, and/or vocational education.
Work Experience
A minimum of eight (8) years of relevant work experience in secretarial, office coordination, administrative or related functions.
Skills and competencies
Excellent communications skills (oral and written), including excellent drafting skills in English and French. Strong service-oriented skills and ability to deal efficiently and tactfully with different internal and external partners/institutions and other stakeholders at all levels in a multicultural environment. Excellent organizational and coordination skills with ability to take initiative, establish priorities and monitor own work plans. Ability to deal with complex and sensitive situations and flexibility to adjust work schedules, tight deadlines and priorities. Sense of diplomacy, discretion and professional integrity. Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc..).
Languages
Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.Education
A university degree would be preferable. Specialized training/certification in administration and/or secretariat.
Work Experience
Working experience in an IT or digital environment Working experience within the UN System or another international organization/institution.
Skills and competencies
Knowledge of information technologies
Languages
Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish).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.