Job: Secretarial Assistant

Description

Title: Secretarial Assistant

Domain: Education

Post Number: 4INED0012PA

Grade: G5 Only candidates legally entitled to work in India may apply forthis post.

Organizational Unit: Mahatma Gandhi Institute of Education for Peace andSustainable Development

Duty station: New Delhi

Type of contract: Project Appointment

Annual salary: Starting from INR 682,040

Duration of contract:One year (renewable)

Deadline (midnight, Paris time): 20 September, 2013

Application to be sent to: mgiep.recruitment@unesco.org

(CV with coverletter) CV Form to be used

OVERVIEW OF THE FUNCTIONS OF THE POST

Background

The Mahatma Gandhi Institute of Education for Peace and Sustainable Development (MGIEP) isUNESCO's first education-related category 1 institute in the Asia and the Pacific region towards thedevelopment and promotion of new approaches to education for a more peaceful and sustainableworld. The Institute aims to contribute to the conceptualization, design and formulation of regionaland sub-regional strategies in education for peace and sustainable development, in particularthrough South-South and triangular North-South-South cooperation.

Duties and Responsibilities

Under the direct supervision of the Director of Mahatma Gandhi Institute of Education for Peaceand Sustainable Development the incumbent shall perform the following duties:

1. Manage the immediate office with respect to communications, meetings and work flow;identify complex or sensitive subjects and contracts for special treatment as well as priorityissues that need to be brought to the supervisor's attention; provide information and guidanceto staff at all levels within the organizational unit to ensure understanding of intent anddeadlines;
2. Arrange appointments and maintain supervisor's calendars, receiving high rank visitors, placeand screen telephone calls and answer enquiries. Manage the Director's agenda;schedule/reschedule appointments; make travel/mission arrangements;
3. Organize high-level meetings including invitations, the production and distribution ofdocumentation, note taking and preparation of minutes of meetings; follow-up on requiredactions;
4. Organize and facilitate the administrative work of the office including establishing internalprocedures and tracking systems for correspondence and documents; ensure that the work isdone in accordance with corporate standards and within established deadlines; monitor workprogress and cases of priority.
5. Prepare briefing materials for supervisor for trips or special meetings; draft responses towritten enquiries on a variety of routine and non-routine questions; communicate sensitiveinformation to senior management and coordinate responses to sensitive inquiries on behalfof the supervisor;
6. Follow up on the preparation by staff of reports, correspondence, briefing notes and otherdocuments for the supervisor; review these documents and make changes to their format orstyle in accordance with standard practices; prepare correspondence for the supervisor'ssignature and make informal translations into official languages;
7. Receive, analyse, register and distribute incoming correspondence and other documents;determine the importance and priority of documents received and establishe deadlines for required action or reply;

REQUIRED QUALIFICATIONSEDUCATION

• Secondary, technical or vocational school, preferably with specialized certification in secretarial and /or administrative fields. Specialized training in the mentioned field isdesirable.

WORK EXPERIENCE

• At least 5 years of experience in Secretarial activities with increasing levels of responsibility.
• Relevant work experience in national and/or international organizations would be an asset.

SKILLS/COMPETENCIES

• Excellent organizational skills, ability to prioritize, attentive to details;

• Client oriented

• Excellent communications skills, both orally and in written, analytical skills;

• Excellent interpersonal skills. Ability to interact with a wide range of colleagues and staff at all levels within and outside the Organization;

• Tact, discretion and diplomacy;

• Excellent IT skills (MS Word, Excel, Power Point) and advanced knowledge of spreadsheet and database. Experience with an ERP system will be considered as an asset.

• Experience in handling web-based management systems would be an asset

LANGUAGES

• Fluency in English. Knowledge of Hindi and another UN official language would be an asset

UNESCO's salaries are calculated in Indian Rupee and exempt from income tax. Other benefits include: 30days annual leave, dependency allowance, language allowance, pension plan and medical insurance. Pleasenote that UNESCO is a non-smoking Organization.

To apply, please send your application letter, UNESCO CV (CV form to be used), in English byemail:mgiep.recruitment@unesco.org. or to the following address: Mahatma Gandhi Institute ofEducation for Peace and Sustainable Development, 35, Ferozshah Road, ICSSR Building, 1st Floor, NewDelhi - 110 001 INDIA.

Applicants are encourage to email their CV. Hardcopies would be accepted only

HOW TO APPLY

under exceptional circumstancesApplication files will have to reach MGIEP, New Delhi before 20 September 2013 midnight (Indian time).Please note that only pre-selected candidates will be contacted.

More Info and Application