Secretarial Assistant

Overview

Post Number: 6TZADM0712RP
Grade: G-4
Parent Sector: Field Office
Duty Station: Dar-es-Salaam
Job Family: Administration
Type of contract: Fixed Term
Duration of contract: 2 years, renewable
Recruitment open to: Internal and external candidates
Application Deadline (Midnight Paris Time): 2025-01-02

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

(Only candidates who are entitled to work in Tanzania may apply to this position)

Overview of the Functions of the Post

The post is located in the UNESCO Dar es Salaam office. The incumbent works under the overall authority of the UNESCO Dar es Salaam Head of Office (HoO) and UNESCO Representative. He/she performs a variety of administrative and office support duties to contribute to the smooth and efficient running of the Office and the flow and management of information within the Office.

In particular the incumbent will:

• Arrange appointments for the HoO and Representative, receive visitors, place and screen telephone calls and respond to routine requests for information.
• Review, record, distribute and process incoming mail; follow up on impending actions; route information and queries for response as appropriate. Respond or draft responses to standard/routine correspondence and other communications. Use word processing package to produce a wide variety of large, complex documents and reports, including formatting more complex letters, reports, technical documents, newsletters and other material. Proofread documents and edit texts for accuracy, grammar, punctuation and style, as well as for adherence to established standards for format. Search, assemble, compile and organize information and reference materials from various sources for reports; create spreadsheets and presentations; prepare graphs, charts and other visual aids.
• Provide secretarial, administrative and logistics support to meetings, committees, conferences etc.; prepare and type invitation letters; compile and distribute working documents and other material; take notes of internal meetings; make travel and hotel arrangements and prepare travel authorizations/claims for the supervisor and/or the participants; compile, calculate and prepare cost estimations; prepare standard limited components of budget/expenditure.

Performs general administrative tasks (e.g., leave and attendance recording, input and retrieval of information in the automated systems; budget follow-up etc.).

Maintains and updates the Office electronic and paper records/files (e.g. information databases, mailing lists, participant lists); classifies and codes material; provides information to colleagues on records management standards and practices; and facilitates file transfers and retrievals.

Additional activities that may be required to ensure the success of the work team.

Competencies (Core / Managerial)

• Communication (C)
• Accountability (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 and/or vocational education.

Work Experience

A minimum three (3) years of relevant work experience in administrative, secretarial and/or related tasks.

Skills and competencies

• Ability to write compelling minute statements, response letters, position papers and information materials.
• Good knowledge of office applications (i.e. MS Word, Outlook, Excel, and PowerPoint).
• Excellent interpersonal and communication skills.
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds and high-level counterparts.
• Ability to systematize and synthesize information, be organized and know how to prioritize.
• Ability to operate with a considerable degree of autonomy, to take initiative and work effectively in a team.

Languages

Excellent knowledge (spoken and written) of English language and Swahili (local language).

Desirable Qualifications

Education

Specialized training/certification in administration and/or secretariat.

Work Experience

Similar experience working with diverse organizations in the region and in an international environment preferably a United Nation agency. Experience in coordinating secretarial support services for high-level and/or representational meetings.

Languages

Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian, 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 TZS 35 585 000. 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 a competency-based 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 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.