Documentation Assistant
Documentation Assistant
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Job Description
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 Boards 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 informations 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 Boards Web Site the roster of Board members the addressograph of members and former Board members and the email forum.
COMPETENCIES (Core / Managerial)
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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
UNESCOs 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.
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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.
Please note that UNESCO is a non-smoking Organization.
Employment Type
Full Time
