Documentation Assistant

OVERVIEW

Post Number : GBS 011

Grade : G-6

Parent Sector : Secretariat of the Governing Bodies (GBS)

Duty Station: Paris

Job Family: Documentation and Library

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 1-SEP-2025

 

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

ONLY CANDIDATES ENTITLED TO WORK IN FRANCE ARE ELIGIBLE TO APPLY

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director of the Governing Bodies Secretariat (GBS), and the direct supervision of the Assistant Secretary of the Executive Board, the incumbent provides support in logistics and processing of the Executive Board documentation (agendas of the sessions, working documents and decisions).

Long Description

In particular, the incumbent will be responsible for the following:

• Assist in establishing, within the prescribed time limits, in English or in French, for the Executive Board sessions, the provisional agendas with annotations of the meetings of the Board, the list of subjects for the biennium, and the list of subjects for the following session.
• Assist and coordinate with Sectors/Bureaux/Offices, timely submission of the Executive Board documents prepared by responsible Sectors/Bureaux/Offices in line with the approved timetable, their translation, and distribution, contributing to the Secretariat of the Executive Board’s efforts to respect the statutory deadlines. Monitor and provide regular status reports on the documents’ preparation advancement.
• Support the Secretariat of the Executive Board in its efforts and logistics  to ensure a timely on-going processing of documents,  efficient reception, verification of Board documents and timetables, new items proposed by Members States, draft decisions, draft amendments and reports of the Commissions and Committees before transmitting them in due time to the Division of conferences, languages and documents for translation, reproduction and distribution to Board members.
• Brief the staff detached to Commissions and Committees and supervise the meeting room clerks who distribute the working documents for Board meetings and on their general conduct during meetings.
• Compile the draft provisional versions of decisions adopted by the Board and help the reading committee to issue the edited decisions.
• Searching for background information/documents, at times pertaining to the technical specialization of the Secretariat of the Executive Board, using the Internet as well as UNESCO Intranet applications.
• Update at the beginning of the biennium the publications and internet information’s related to the documents of the Executive Board.
• Disseminate and provide public information on matters related to the Executive Board to Board Members, Permanent delegations, the Secretariat, UN system representatives and general  public as required. Assist in maintaining the Board's Web Site, the roster of Board members, the addressograph of members and former Board members and the email forum.

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)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

•      Completed secondary, technical or vocational school.

WORK EXPERIENCE

• Minimum eight (8) years of relevant professional experience in administrative support tasks.

SKILLS/COMPETENCIES

• Good communication skills (written and oral) and ability to deal with internal and external officials and colleagues at various levels, with tact, discretion and diplomacy.
• Good organizational and coordination skills for the management of important workflow o