OVERVIEW OF THE FUNCTIONS OF THE POST
Under the direct supervision and guidance of the Head of UNESCO Office in Accra, the incumbent serves as a secretary and ensures effective and efficient functioning of HoO office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The Senior Secretary to Head of Office works in close collaboration with UNESCO staff, Different sectors and central services, Other UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas. Specific tasks for the post will be as follows:

BENEFITS AND ENTITLEMENTS
UNESCO offers a competitive compensation and benefits package as per the UN Salary scale for L5 posts are calculated in the local currency and exempt from income tax. They consist of a salary and benefits. Benefits includes: 30 days annual leave, family allowance, pension plan and medical insurance. For details, please visit http://www.un.org/Depts/OHRM/saIaries_allowances/salaries/ghana.htrn

•   Assuring the secretarial services of the Head and Representative office, including preparing of draft letters for answers and ensuring conformity with UNESCO’s rules and regulations; co-ordinating and supervising work prepared for the visa/signature of the Head of Office by checking for content, grammatical and typographical error assuming the organisation of the Head and Representative Office by classifying reports, documents, letters, work plans, project reports, controlling reports from the staff; control and follow up of the pending affairs and contributing to a permanent up-dating of the office records.
•   Take appointments of the Head of Office and update work schedule. Maintaining strict control of the Head and Representative’s agenda, the activities scheduled and commitments agreed with different Ministries, National and International counterparts and institutions
•   Preparation of high quality briefing materials for Head of Office for appointments, meetings, missions.
•   Establish and maintain networks with the UN agencies, government, international organisation, diplomatic corps, donor community, private sector, civil society, NGOs, academy and media, etc.
•   Preparing Head and Representative’s mission plans( organisation, travel orders, travel claims), preparing mission reports, reporting and assisting in the follow up of activities in co-ordination with administrative services and programme staff.
•   Answering and filtering telephone enquiries, faxes and emails; providing general information on questions related to the activities of the office, maintaining up to date the corresponding control of responses or actions and informing the Head and Representative or, if necessary, the concerned staff.
•   Organising administrative aspects of meeting and participating in some, where the Head and Representative considers necessary, (drafting invitation letters, contacting participants), taking notes and dictation, preparing summaries and Head and Representative’s brief reports and maintaining a strict control of confidential documents
•   Assuring the liaison between the Head and Representative and his staff and timely communication with UNESCO headquarters on the follow-up of activities and reporting of BFM and the various sectors and services.

Qualification Required & Experience

•   Minimum Secondary School Education, degrees in secretarial science is
preferable.

Work Experience:

•   Minimum of 5-7 years of relevant professional experience particularly in General Secretarial and Administrative services.

Confidentiality:

•   Descirbe with a desire to protect the confidential nature of the informations to which the post is exposed.
•   Communication/Organisational skills to prioritise own work when facing critical fluctuations and fixed time schedules.

Flexibility/Adaptability:

Ready to work extended hours at peak times; adjust priorities/schedule to meet fluctuating work volumes and unforeseen deadlines and adapt to new work routines and reporting demands.
Team Work:

•   Work in a team in a multicultural environment.
•   Analytical skills to assist in the range of secretarial and administrative and general issues.

IT Skills: Proficiency in Microsoft Office suites is required.
Languages: Fluency in written and spoken English and in local language is required.

DESIRABLE QUALIFICATIONS
Skills/Competencies: Ability to work and deliver under pressure. Languages: Working knowledge in French will he an asset.

Location: Accra

How To Apply For The Job

Interested candidates with desired qualifications and skills should directly send their CV with cover letter in English to:-

accra@iniesco.org

or

Finance and Administrative Officer,
UNESCO Accra office.

Please mention the post title on the subject line of your application.

ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED. A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES.

UNESCO IS A NON-SMOKING ORGANISATION