Secretarial Assistant
Organizational Context
UNESCO is dedicated to promoting international cooperation in education, science, and culture. The Regional Office in the Pacific, based in Apia, Samoa, plays a crucial role in implementing UNESCO's mission across the region. This office supports Member States in achieving their development goals through tailored programs and initiatives.
Job Purpose
The Secretarial Assistant will provide comprehensive administrative and management support to the Director of the UNESCO Regional Office in the Pacific. This role is essential for ensuring the smooth and efficient operation of the office by managing workflows, information, and correspondence. The incumbent will coordinate secretarial services for key office activities, including high-level meetings and special projects, ensuring timely and high-quality output. This position contributes directly to the effective functioning of the Regional Office and its ability to support UNESCO's objectives in the Pacific.
Responsibilities
The Secretarial Assistant will manage the Director's calendar, screen appointment requests, and coordinate meeting schedules. Responsibilities include responding to diverse queries and correspondence, often of a sensitive or technical nature. The role involves coordinating secretarial support for meetings, training, and projects, including minute-taking and follow-up. Additionally, the incumbent will arrange for document editing, translation, and publication services. This position requires overseeing other support staff, setting priorities, and managing task distribution. The role also includes managing incoming mail, drafting responses, performing quality control on outgoing documents, and proofreading. Administrative duties such as coordinating with other units, orienting new staff, and maintaining filing systems are also key. The incumbent will research and compile background information, generate reports, and maintain office website and knowledge management tools.
Work Experience
A minimum of five years of relevant experience in administrative or secretarial support roles is necessary. Experience in agenda management, logistics, report preparation, file management, and knowledge management tools is also required.
Skills
Essential skills include integrity, confidentiality, commitment, and reliability. Strong analytical and problem-solving abilities are needed, alongside excellent planning and organizational skills. The candidate must possess the ability to provide timely and quality support, excellent interpersonal and communication skills, and proficiency in MS Office and database packages.