Vacancy Announcement

• Publication Date: 24 March 2017
• Title of post: Assistant to the Head of Office
• Deadline for application: 16 April 2017
• Duration of appointment: 9 months with the possibility of renewal
• Duty station: Bonn, Germany
• Preferred starting date: 1 June 2017
• Payment: The salary for this local post is based on TVöD salary group 9b

Background

The UNESCO-UNEVOC International Centre assists UNESCO Member States to achieve high quality, relevant, lifelong and cost effective technical and vocational education and training for all. Its aim is to maximise learner’s prospects in the labour market. It creates synergies with UNESCO Headquarters, UNESCO Institutes/Centres and Field Offices; and works in close partnership with other international and national agencies in the field of technical and vocational education and training. The Centre is the main hub of the international UNEVOC Network made up of UNEVOC centres in UNESCO Member States.

Under the direct supervision of the Head of Office of the International Centre for Technical and Vocational Education and Training (UNESCO-UNEVOC), the incumbent will perform the following functions:

The assistant will be supporting the Head of Office by coordinating his day-to-day secretarial and administrative activities, as well as by performing various programme-oriented duties:

Secretarial and administrative coordination:

• Manage and coordinate the Head of Office’s schedule of activities including establishing/ arranging appointments, maintaining his calendar, receiving and directing visitors, placing and screening calls, answering queries and preparing information packages and briefings;
• Arrange and coordinate processes concerning the Head of Office’s official travels and engagements: including the timely preparation of all mission related tasks, such as ticketing, facilitation of visa and other logistical requirements, preparation of briefing notes and liaising with external parties in country of mission for details of meetings and engagements; transmittal of mission reports;
• Prepare the correspondences of the Head of Office to external parties, ensuring conformity with diplomatic protocol and UNESCO practices;
• Receive and screen incoming calls and correspondences for the Head of Office, including routing to other staff as appropriate;
• Translate documents and messages from French or German into English and assist as translator in meetings;
• Assist in reviewing draft letters and/or other documents prepared by UNEVOC team members, in order to ensure correctness and conformity in style and protocol;
• Assist in preparing briefing documents required by UNESCO or external parties, by closely coordinating with other UNEVOC staff and liaising with counterparts at UNESCO Headquarters and in the field;
• Backstop the Head of Office during staff meetings by drafting and disseminating agendas, recording minutes of meetings, disseminating the same and undertaking related follow up actions;
• Coordinate and organize meetings for the Head of Office, ensuring the appropriate protocol and logistical arrangements (including catering requirements);
• Coordinate with other UNEVOC team members, visits to the Centre and record minutes of meetings as may be assigned;
• Create and maintain contacts with other UN agencies donors, embassies, international institutions, government offices, and other partners and stakeholders, etc.;
• Follow up on contacts made by the Head of Office and supports the cultivation of ongoing relationships, especially with donors and key persons;
• Facilitate processes concerning the Head of Office’s HR-related concerns;
• Collect and prepare briefing materials for Head of Office before visits/missions etc.;
• Create and maintain an orderly filing system of documents, copies of minutes of meetings, agreements and contacts of the Head of Office; update databases of contacts;

• Draft speeches and texts/messages for publication, in consultation with relevant staff and in conformity with the Centre’s established style;
• Assist in general research as required and keep up to date on current and ongoing issues regarding the international TVET agenda;
• Keep abreast of all the Centre’s activities and support the Head of Office in managing the Centre effectively and efficiently;
• Compile and follow up on different reports such as activity reports, mission reports etc. and prepare key points requiring attention and follow up by the Head of Office;
• Collect quarterly reports and prepare synopses of the same for the Head of Office;
• Liaise with the Centre’s functional coordinators for the different network regions and thematic areas on behalf of the Head of Office;
• Coordinate the circulation of information on the Head of Office’s missions and other activities outside of the International Centre in an appropriate manner.

• Assist in the organization of meetings or other activities of the Centre: support general administrative preparations, including the organization of local arrangements and hospitality, and provision of secretarial support as appropriate; Maintain close liaison with other members of the UN in Bonn and the UNESCO community, as appropriate;
• Support the Centre’s administrative and programme staff in their duties, as assigned;
• Perform any other task as assigned by the Head of Office.

• A bachelor degree in International Relations or related social sciences; in lieu, a formal training as a foreign language secretary or a related field, plus extensive experiences in an international environment, preferably within the UN system;

• Excellent command of English and French; working knowledge of any other UN language and/or German is an advantage;
• Excellent ability to compose letters and speeches. Knowledge of UN standards is a strong advantage;
• Several years of secretarial and administrative experience;
• Experience in, or knowledge of practical diplomatic protocol;
• High level of computer literacy;
• Ability to meet deadlines and to undertake independent, self-directed work;
• Ability to gain a thorough understanding of UNESCO-UNEVOC’s mandate;
• Ability to work within an international team and identify with its mission objectives.

Application Procedure

Please send your full CV, the P11 form and motivation letter by email to unevoc.hr(at)unesco.org.

We will acknowledge receipt of your application; however, only candidates under serious consideration and contacted for an interview will receive written notice of the final outcome of the selection process.

Please note:

All travel, interview and relocation costs incurred to take up an appointment at the UNESCO-UNEVOC International Centre in Bonn are at the expense of the applicant. It is the candidate’s own responsibility to obtain a work visa if required.

UNESCO is a non-smoking organization.

Download the vacancy announcement of the PDF here.