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Junior Conference Assistant (Updated)
Job summary
An international organization based in Paris is looking for a Junior Conference Assistant to manage documentation and provide administrative support for governing body sessions. The successful candidate will have strong organizational skills, at least 2 years of relevant experience, and proficiency in English and French. Salary starts at 35,529 Euro per year, with additional benefits including annual leave and medical insurance.
Benefits
Qualifications
- Minimum 2 years of experience in administrative support roles.
- Excellent organization skills and sense of responsibility.
- Ability to manage deadlines efficiently.
Responsibilities
- Assist in planning documentation workflow.
- Ensure smooth distribution of documents to Member States.
- Support logistical aspects of meetings and sessions.
Skills
Education
Tools
OVERVIEW
Post Number : GBS 015
Grade : G-3
Parent Sector : Secretariat of the Governing Bodies (GBS)
Duty Station : Paris
Job Family : General Administrative Support
Type of contract : Fixed Term
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 25-AUG-2025
UNESCO Core Values : Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France may apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the authority of the Director of the Governing Bodies and the supervision of the Deputy Secretaries of the Executive Board and the General Conference, the Junior Conference Assistant functions are directly linked to the work of the Governing Bodies. The incumbent is in direct contact with Permanent Delegations and staff members.
In particular, the incumbent will be responsible for the following :
Long Description
- Assist in planning the documentation workflow of the Governing Bodies’ sessions: liaise with printing shop, document planning and control; request printing of documents via Gdoc.
- Ensure the smooth running of General Conference and Executive Board distribution of documents to Member States; serve as focal point for the Documentation Reception Desk for the Member States. Manage the database of delegations wishing to receive paper versions of documents and the database of notices of receipt of all confidential documents (Excel table mastery).
- Assist with logistical and technical aspects of the sessions and meetings; arrange for meeting facilities and equipment; receive and dispatch the official speeches; assist in the coordination of the workroom clerks hired for the session.
- Maintain various manual and computerized information and reference systems; file and archive General Conference and Executive Board documentation.
- During the General Conference session: support specific meetings and the organization of elections.
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 [missing link or document].
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical or vocational school.
Work Experience
- At least 2 years of relevant professional experience in administrative and logistical support tasks in an international environment / organization / institution.
Skills & Competencies
- Sense of responsibility and excellent organization skills
- Physical capacity for document distribution
- Ability to respond efficiently to volume requirements, and to effectively manage deadlines
- Good IT skills, capacity to use UNESCO applications related to printing of documents (gDocs) and MS Office (Word, Excel, Outlook, Teams, etc.)
- Ability to strictly follow existing administrative rules, established procedures, practices and technical requirements
- Initiative and readiness to provide quality and timely support and services to the President of the General-Conference and the Chairperson of the Executive Board
- Strong interpersonal skills, tact and diplomacy to effectively interact with diplomatic officials
Languages
- Excellent knowledge (oral and written) of English or French and good knowledge of the other
DESIRABLE QUALIFICATIONS
Languages
- Knowledge of other 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 35,529 Euro / US $.
* The salary benchmark is based on the target salaries of market leaders in their relevant sectors. It is intended to serve as a guide to help Premium Members assess open positions and to help in salary negotiations. The salary benchmark is not provided directly by the company, which could be significantly higher or lower.
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