Documentation Assistant

UNESCO; Paris; Sur place; EUR 40 000 - 60 000; Plein temps

Résumé du poste

An international organization is seeking a qualified individual for an administrative support role in Paris. The candidate must be fluent in English and French, with at least eight years of relevant professional experience. Key responsibilities include preparing documentation for the Executive Board and coordinating information workflows. A secondary education is required; additional qualifications in international relations are desirable. A competitive salary and benefits are offered.

Prestations

30 days annual leave

Medical insurance

Pension plan

Qualifications

• Eight years of professional experience in administrative support.
• Excellent English and French communication skills.

Responsabilités

• Assist in preparing agendas and documents for the Executive Board.
• Coordinate the submission of documents and monitor their preparation status.
• Support document processing and dissemination to relevant parties.

Connaissances

Communication skills

Organizational skills

Interpersonal skills

Problem-solving

IT skills

Formation

Completed secondary, technical or vocational school

Outils

MS Office

Google Docs

Description du poste

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) - 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 of information and documents, within tight deadlines.
• Good interpersonal skills for the organization of meetings and trainings.
• Ability to set priorities and capacity to work effectively whilst managing competing priorities.
• Ability to work as part of a team, to take initiatives and provide quality and timely support and services.
• Problem solving oriented and excellent eye for detail.
• Good IT skills, including gDocs, MS Office (Windows, Office Suite, Teams, etc.).

LANGUAGES

• Excellent knowledge (oral and written) of English and French.

DESIRABLE QUALIFICATIONS

EDUCATION

• University degree in international law/relations/politics, public administration, public policy or a related field.

WORK EXPERIENCE

• Experience in international organizations or United Nations agencies.
• Experience in support to governing bodies or intergovernmental meetings.
• Experience in multi-lingual documentation and publication workflows and processes.

SKILLS AND COMPETENCIES

• Strong writing skills
• Familiarity with UN rules, procedures and administrative practices.
• Proficiency in the use of online conferencing and meeting tools, web editing tools and shared files.

LANGUAGES

• Knowledge of another official UNESCO language(s) (Arabic, Chinese, Russian and/or Spanish)

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 48 526 Euro €.

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 an 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.

Footer

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.

Please note that UNESCO is a non-smoking Organization.