UNESCO Hiring Secretarial Assistant

Mafido3 hours ago

2 minutes read

The position is in the Dar es Salaam office of UNESCO. The incumbent operates under the general direction of the UNESCO Representative and Head of Office (HoO) in Dar es Salaam. They carry out a range of office support and administrative tasks to help the office run smoothly and effectively, as well as to manage and flow information within the office.

In particular the incumbent will:

She organizes the HoO and Representative’s appointments, greets guests, answers and screens calls, and handles regular information requests.
The individual examines, logs, distributes, and handles incoming mail, monitors pending tasks, and forwards information and inquiries for proper response. The individual is responsible for providing answers or preparing responses to regular, conventional letters and other correspondence. Using a word processing program, she creates a wide range of intricate papers and reports, including formatting more complex letters, reports, technical documents, newsletters, and other materials. The individual edits and proofreads manuscripts to ensure they are correct in terms of punctuation, grammar, style, and conformity to format guidelines. The individual is responsible for creating spreadsheets and presentations, developing graphs, charts, and other visual aids, as well as searching, gathering, combining, and arranging data and reference materials from multiple sources for reports.
The individual supports meetings, committees, conferences, etc. with secretarial, administrative, and logistical tasks; composes and types invitations; gathers and disseminates working documents and other materials; takes notes at internal meetings; arranges travel and lodging, prepares travel authorizations and claims for the participants and/or the supervisor; gathers, computes, and creates cost estimates; and creates standard limited budget and expense components.

Long Description

The individual carries out various administrative duties such as documenting leave and attendance, entering and retrieving data from automated systems, and monitoring the budget, among others.
The individual is responsible for maintaining and updating the office’s electronic and paper records/files, such as information databases, mailing lists, and participant lists. They also classify and code materials, provide information to colleagues on records management standards and practices, and facilitate file transfers and retrievals.
The work team may need to undertake additional activities to ensure its success.

Required qualifications

Education

Completed secondary, technical, and/or vocational education.

Work Experience

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

Skills and competencies

I possess the ability to craft persuasive minute statements, response letters, position papers, and information materials.
I have a good knowledge of office applications such as MS Word, Outlook, Excel, and PowerPoint.
I possess excellent interpersonal and communication skills.
I possess the discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds and high-level counterparts.
The capacity to organize, prioritize, and systematize information is essential.
They possess the capacity to function with a significant level of independence, demonstrate initiative, and collaborate efficiently within a team.

Languages

I have excellent knowledge (spoken and written) of the English language and Swahili (local language).

Desirable qualifications

Education

The candidate should have specialized training or certification in administration and/or secretariat.

Work Experience

I have similar experience working with diverse organizations in the region and in an international environment, ideally a United Nations agency.
I have experience in coordinating secretarial support services for high-level and/or representational meetings.

Languages