Secretarial Assistant
San Jose
- Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
- Location: San Jose
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
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Occupational Groups:
- Administrative support
- Closing Date: 2024-09-26
OVERVIEW
Post Number : 3CRADM0711RP
Grade : G-5
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: San Jose
Job Family: General Administrative Support
Type of contract : Fixed Term Field
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 26-SEP-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
(Only candidates who are entitled to work in Costa Rica may apply to this position)
OVERVIEW OF THE FUNCTIONS OF THE POST
This post is located in the UNESCO Regional Office in San José, Costa Rica. The incumbent works under the overall authority and direct supervision of the Director of the Office. He/she performs a variety of office and management support and administrative tasks, and provides direct assistance to the Director in order to contribute to smooth and efficient running of the Office and the flow and management of information within the Office.
In particular the incumbent will:
- Screen requests for appointments with the Director of the Office according to the nature of the requests and their urgency.
- Maintain Director's calendar, confirm mutually convenient schedules and arrange appointments or rearrange schedules disrupted by unexpected events.
- Receive visitors, place and screens telephone calls, respond to queries and correspondence, often of a sensitive, confidential or technical nature.
- Coordinate and lead secretarial support services for high-level meetings and special projects/events.
- Attend meetings, prepare minutes, monitor follow-up activities.
- Review, record, distribute and process incoming mail and correspondence; follow up on pending actions; prepare draft responses to a wide range of correspondence and other communications.
- Perform a variety of administrative duties (e.g., arrangements for meetings and other events, reservations, budget preparation and follow-up, contracting, missions, etc.).
- Coordinate with other units to ensure smooth running and expedition of work within the Office.
- Search, compile, and organize background information and reference materials from various sources for reports, briefs and speeches. Liaise with PAX on reporting and country profiles, National Commissions.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical and/or vocational education.
Work Experience
- A minimum of five (5) years of relevant work experience in administrative, secretarial and/or related tasks.
Skills and competencies
- Good interpersonal and communication skills.
- Good analytical and problem solving skills.
- Capacity to draft contracts, prepare meeting documents, briefings, etc.
- Ability to systematize and synthesize information, be organized and know how to prioritize.
- Ability to operate with a considerable degree of autonomy, to take initiative and work effectively in a team.
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds and high-level counterparts.
- Good knowledge of office applications (i.e. MS Word, Outlook, Excel, and PowerPoint).
Languages
- Excellent knowledge of Spanish and good knowledge of English.
DESIRABLE QUALIFICATIONS
Education
- Specialized training/certification in administration and/or secretariat.
Work Experience
- Similar experience working with diverse organizations in the region and in an internationalenvironment preferably a United Nation agency.
- Experience in coordinating secretarial support services for high-level and/or representational meetings.
- Experience in managing the agenda of senior staff and providing administrative and organizational support for meetings and missions.
Languages
- Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian).
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 10 430 000 Colones.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
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.
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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 is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.