Executive Assistant - Brasilia - UNESCO

UNESCO

Empresa verificada

Brasilia

há 3 semanas

Postado por:

Ana Silva

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Descrição

OVERVIEW

Parent Sector:
Field Office

Duty Station:
Brasilia

Job Family:
Programme Coordination

Type of contract:
Non Staff (Service Contract)

Level:
Level 3

Duration of contract: 1 year

Application Deadline (Midnight Paris Time): 23-JAN-2023

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

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the authority and supervision of the Director and Representative of the UNESCO Brasília Office (BRZ) and the guidance of the National Professional Officer responsible for the coordination of the activities of the Director's Office, the Executive Assistant will provide comprehensive high-level logistic and administrative support to activities developed within the Office of the Director, in compliance with UNESCO's rules and regulations.

The incumbent shall ensure effective and efficient functioning of the DIR/BRZ Office, full confidentiality in all aspects of assignment, response to internal and external demands, management of the agenda, official missions and telephone calls of the Director, administration of information flow, follow-up on deadlines and commitments.

Long Description

Ensure an adequate workflow of internal and external demands and correspondence by receiving, screening, logging and processing correspondences, reports, etc., maintaining a log system and follow up to ensure that replies are timely or that action is taken within the established deadline.

Distribute documents and correspondence to other sectors and units;
Write/Draft reports, letters, official correspondence, memoranda, etc.

from oral instructions, previous correspondence or other available information sources in accordance with UNESCO's standard format and procedures, for DIR/BRZ's signature or action.

Select and make pertinent summary notes on letters/memoranda and undertake searches for information. Prepare Power Point presentations and Excel tables with simple calculations, whenever necessary;
Review correspondence submitted for the signature of the Director by ensuring accuracy in spelling, punctuation and format;
Initiate and maintain communication lines between DIR/BRZ's office and Section Heads/Programme Coordinators, conveying particular requests which require timely decisions of a sensitive or technical nature and following up on deadlines for requested information;
Serve as liaison between the Director and the public, staff members, private and public agencies, filter questions, queries and demands, receive public requests and complaints, secure information or action from appropriate departments, and take appropriate action;
Maintain the Director's calendar and arrange appointments; receive high-ranking visitors, place and screen telephone calls and answer queries with discretion;
Arrange meetings, both internal and external, some involving high-ranking officials, including protocol arrangements; take minutes and/or notes as required;
Long Description

Keep lists of names, addresses and telephone numbers of ministers, government's officials, members of the diplomatic corps, UNCT and UNESCO's authorities updated;
Prepare informal translations, from Portuguese into English and/or French and act as interpreter whenever called upon by the Director;

Organize and schedule the Director's official missions, making travel and hotel arrangements, preparing the related forms, compiling the relevant material/information and following up the internal procedures as well as the related security measures accordingly.

Prepare Mission Reports and gather other documents to be sent to the Travel Unit after the mission;
Prepare high quality briefing materials for supervisor for appointments, meetings, missions;
Support the front office at the organization of events, requesting price proposals and following-up contracts with service providers;
Maintain policy, confidential and general files. Ensure up to date maintenance of the filing, safekeeping of confidential materials and documents;
Perform other related duties as requested.

Long Description 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 diploma.

Work Experience

Minimum of five (5) years of previous experience in providing a range of secretarial and administrative support functions at the national or international level.

Skills/Competencies

Strong sense of ethics, initiative, accountability, discretion and maturity of judgement;
Pro-activeness and ability to work under pressure; accuracy and sense of confidentiality; ability and flexibility to manage workload;
Team and service-oriented, autonomy, emphasis on quality, eff