Senior Secretarial Assistant

<h2><b>OVERVIEW</b></h2> <p><span><span><span>Post Number : </span>IOS 014</span></span></p> <p><span><span><span>Grade : </span>G-6</span></span></p> <p><span><span><span>Parent Sector : </span>Internal Oversight Service (IOS)</span></span></p> <p><span><span><span>Duty Station: </span>Paris</span></span></p> <p><span><span><span>Job Family: </span>Management/Audit/Oversight</span></span></p> <p><span><span><span>Type of contract : </span>Fixed Term</span></span></p> <p><span><span><span>Duration of contract : </span>2 years, renewable</span></span></p> <p><span><span><span>Recruitment open to : </span>Internal and external candidates</span></span></p> <p><span><span><span>Application Deadline (Midnight Paris Time) : </span>18-NOV-2024</span></span></p> <p> </p> <p><span><span><span>UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism</span></span></span></p> <p> </p> <p><em><b><span>(Only candidates who are entitled to work in France may apply to this position).</span></b></em></p> <p> </p> <h2><b>OVERVIEW OF THE FUNCTIONS OF THE POST</b></h2> <p>The post is located in the Division of  Internal Oversight Services (IOS) and works under the overall authority and direct supervision of the Director of the Division. The incumbent provides direct assistance to three senior managers responsible for the work of three offices (Audit, Evaluation and Investigation) with responsibility to coordinate their work, thus contributing to ensuring timely and effective accomplishment of all IOS activities. S/he acts as UNESCO’s focal point for the Joint Inspection Unit (JIU).</p> <p> </p> <p>The Senior Secretarial Assistant shall perform the following tasks:</p> <h2>Long Description</h2> <p><u>General functions</u></p> <ul> <li>Prepare draft technical responses to a wide range of administrative correspondence. </li> <li>Provide assistance and checklist to the IOS recruitment process.</li> <li>Assist in the on-boarding and off-boarding of staff and consultants. </li> <li>In liaison with the AO, periodically review the budget and obtain periodic updates on actual expenditure vs. budget.</li> <li>Assist in managing the procurement process, including preparing purchase requisitions, obtaining quotes, and tracking orders to ensure timely delivery.</li> <li>Process invoices and support the payment cycle.</li> <li>Organise and arrange internal and high-level external meetings, committees, conferences, information meetings, etc. on a variety of administrative matters.</li> <li>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.</li> <li>Administer, maintain and update the IOS Intranet site.</li> <li>Deliver other tasks as assigned by Director IOS and/or Heads of IOS offices, or their delegates.</li> </ul> <p> </p> <p><u>JIU focal point</u></p> <ul> <li>Coordinate and provide input for JIU's programme of work.</li> <li>Facilitate data collection and contribute to planning on-site missions by helping to identify relevant internal stakeholders.</li> <li>Collect and transmit comments on draft reports.</li> <li>Gather relevant information on the acceptance, implementation and impact of recommendations and share it with JIU for follow-up.<br/>  </li> </ul> <h2><b>COMPETENCIES (Core / Managerial)</b></h2> Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)Professionalism (C)<h2><b>-</b></h2> <span><span><span>For detailed information, please consult the </span><a href="https://en.unesco.org/sites/default/files/competency_framework_e.pdf" target="_blank"><span>UNESCO Competency Framework</span></a>.</span></span> <h2><b>REQUIRED QUALIFICATIONS</b></h2> <p><span><u><em><b><span>Education</span></b></em></u></span></p> <ul> <li><span>Completed secondary, technical and/or vocational education.</span></li> </ul> <p> </p> <p><span><u><em><b><span>Work Experience</span></b></em></u></span></p> <ul> <li><span>At least eight (8) years of relevant work experience in the administrative area.</span></li> </ul> <p> </p> <p><span><u><em><b><span>Skills &amp; Competencies</span></b></em></u></span></p> <ul> <li><span>Sense of confidentiality, tact and diplomacy.</span></li> <li><span>Excellent planning, organizational and coordination skills.</span></li> <li><span>Excellent interpersonal and communication skills, including drafting skills.</span></li> <li><span>Very good analytical and problem-solving skills, ability to deal with complex situations and to provide quality and timely support and services.</span></li> <li><span>Ability to work efficiently under tight deadlines and fle