Wednesday, 18 July 2018

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Administrative Assistant – UNESCO Liaison Office in Brussels

Vacancy notice – Maternity replacement

Position title: Administrative Assistant – UNESCO Liaison Office in Brussels

Period: October 2018 – February 2019

Type of contract: service contract – level G4

Remuneration: salary of 3,482 EUR per month and social security contributions in line with UNESCO rules and regulations

Full time: 40 hours a week

Deadline (midnight, Brussels time): 22 July 2018

UNESCO core values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism.


Overview of the functions of the post  

Under the authority and the direct supervision of the Director of the UNESCO Liaison Office and UNESCO Representative to the European institutions, the Administrative Assistant will:

- Provide administrative support and secretarial management to the Director of Office and the Liaison Office, notably by organizing administratively and logistically meetings and conferences and by processing travel for official missions.

- Facilitate visits of the Director-General, the Deputy Director-General and Assistants Director-General, and missions of UNESCO’s colleagues in Brussels by liaising with the relevant services of the European Institutions and UNESCO.

- Prepare Contracts/Purchase Orders and proceed payments requests to ensure the efficient functioning of the UNESCO Liaison Office in Brussels in accordance with UNESCO’s rules and procedures. Liaise with HQs and the local UNDP Office in this regard.

- Prepare and monitor the annual budgets of the Office and provide support to the Director of the Office in the financial and administrative management of the Office.

- Coordinate logistically and financially UNESCO’s participation in the UN activities organised in Brussels.

- In addition, the administrative assistant will be in charge of the preparation of the move of the UNESCO Liaison Office (logistical, procurement and financial aspects) to another building, scheduled in December 2018.


A successful candidate will be required to demonstrate the following competencies:

  • Accountability
  • Communication
  • Teamwork
  • Innovation
  • Results focus
  • Planning and organizing
  • Knowledge sharing and continuous improvement


Required qualifications


  • Completion of secondary education.

Working experience

  • At least 4 years of experience in providing a range of secretariat and administrative support.

Skills and competencies

  • Knowledge of UNESCO rules, administrative procedures, standard practices and systems.
  • Good understanding of the UN system, UNESCO, and the European Union.
  • Good organizational and coordination skills.
  • Ability to work effectively under pressure and flexibility to adjust work schedules and priorities.
  • Good communication and interpersonal skills.
  • Ability to establish and maintain effective working relationships in multicultural environment with external and internal partners.
  • Confidentiality and discretion are required.
  • Demonstrated ability to work collaboratively with colleagues to achieve organizational goals and to work in a multicultural environment

Desirable qualifications

  • University degree in International/European studies will be an asset.

Please send your application letter and your resume to [email protected] before 22 July 2018, midnight (Brussels time)

Please note that only shortlisted candidates will be contacted.

Please note that no information will be given over the phone.

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