Senior Secretarial Assistant

• Prepare draft technical responses to a wide range of administrative correspondence.
• Provide assistance and checklist to the IOS recruitment process.
• Assist in the on-boarding and off-boarding of staff and consultants.
• In liaison with the AO, periodically review the budget and obtain periodic updates on actual expenditure vs. budget.
• Assist in managing the procurement process, including preparing purchase requisitions, obtaining quotes, and tracking orders to ensure timely delivery.
• Process invoices and support the payment cycle.
• Organise and arrange internal and high-level external meetings, committees, conferences, information meetings, etc. on a variety of administrative matters.
• Liaise with UNESCO clients as well as external actors (e.g. UNESCO missions, senior officials, the United Nations Representatives of Internal Audit Services (UN- RIAS), United Nations Development Group (UNEG), the United Nations Representatives of Investigation Services (UN-RIS) and others) and assist in the preparation of materials for the Oversight Advisory Committee meetings.
• Administer, maintain and update the IOS Intranet site.
• Deliver other tasks as assigned by Director IOS and/or Heads of IOS offices, or their delegates.
• Coordinate and provide input for JIU’s programme of work.
• Facilitate data collection and contribute to planning on-site missions by helping to identify relevant internal stakeholders.
• Collect and transmit comments on draft reports.
• Gather relevant information on the acceptance, implementation and impact of recommendations and share it with JIU for follow-up.

• Completed secondary, technical and/or vocational education.

• At least eight (8) years of relevant work experience in the administrative area.

• Sense of confidentiality, tact and diplomacy.

• Excellent planning, organizational and coordination skills.
• Excellent interpersonal and communication skills, including drafting skills.
• Very good analytical and problem-solving skills, ability to deal with complex situations and to provide quality and timely support and services.
• Ability to work efficiently under tight deadlines and flexibility to adjust work schedules.

Source: https://careers.unesco.org/job/Paris-Senior-Secretarial-Assistant/805607002/