Executive Assistant

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

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 20-JAN-2025

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Only candidates who are entitled to work in France may apply to this position.

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.

Responsibilities

1. 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. Serve as first point of contact and liaison with senior officials internally and externally.
2. Preparation of materials and briefings: Ensure the supervisor has timely and relevant briefing materials and background documentation for meetings, missions, and other engagements.
3. Correspondence management and inter-office communication: Oversee all correspondence, including logging, prioritizing, assigning, and responding as appropriate.
4. Organizing administrative functions of the office: Establish internal procedures and tracking systems for documents and correspondence.
5. Mission travel and meeting logistics: Provide administrative and logistical support for high-level meetings, managing agendas, invitations, and documentation.

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).

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 budget, HR, and/or logistics.

Skills and Competencies: Strong service orientation and ability to deal efficiently with partners at different levels. Excellent organizational skills; ability to take initiatives, establish priorities and monitor own work plans. Good IT skills, including MS Office (Word, Excel, Outlook, PowerPoint) and database package.

Languages: Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Education: Diploma in Public/Business Administration or related fields.

Work Experience: Relevant experience in similar functions within the UN system or any international organization/institution.

Languages: Knowledge of another official language 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 48,526 Euros €.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

Footer

UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment.

UNESCO does not charge a fee at any stage of the recruitment process.

Please note that UNESCO is a non-smoking Organization.