Secretarial Assistant

OVERVIEW

Position Number: 6ZWADM0711RP

Grade: G-5

Parent Sector: Sector For Administration and Management (ADM)

Duty Station: Harare

Job Family: Administration

Contract Type: Fixed Term

Duration of contract: 2 years

Recruitment open to: Internal and external candidates

Application deadline (Midnight Paris Time): 14/12/2026

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Only candidates who are entitled to work in Zimbabwe may apply to this position

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority and direct supervision of the Director of the Regional Office of Southern Africa the incumbent will coordinate and perform the full range of office and management support and administrative tasks to provide direct assistance to the Director, in order to ensure quality and consistency of the flow of office work and management of the information of the Office.

KEY ROLE AND RESPONSIBILITIES

Communications and workflow support

• Oversees the immediate office’s digital and physical communications, scheduling, and workflow, leveraging modern tools (e.g., collaborative platforms, online scheduling and registrations, secure cloud systems) to ensure efficient operations across hybrid environments. Maintains digital knowledge for audits, institutional memory, and continuity.
• Facilitates information flow between the supervisor, National Commissions for UNESCO and other parts of the Organization, programme and administration units, and high-level external stakeholders.
• Exercises discretion and sound judgment in managing confidential information and diplomatic communications with UNESCO correspondence and style guide, ensuring alignment with current protocol standards and intercultural etiquette in both internal and external engagements. Guides staff to ensure clarity, timeliness, and compliance with institutional and diplomatic norms.
• Manages dissemination of directives, reports, and updates, and conveys sensitive or strategic information to the supervisor, coordinating responses with professionalism, discretion, cultural sensitivity, and protocol and administrative compliance.

Briefings, information collection and documentation support

• Prepares and coordinates comprehensive briefing materials and background documentation for the supervisor’s meetings, missions, and events. Conducts targeted research and compiles summaries to support the preparation of reports, briefs, and speeches, while proactively scanning information sources to identify topics of strategic interest.
• Independently manages complex information requests, including those requiring in-depth file or data retrieval. Drafts and finalizes a wide range of documents, routine and non-routine, including large, complex reports, ensuring clarity, accuracy, and alignment with organizational standards.
• Oversees the quality control of outgoing documents, proofreading and editing for protocol, formatting, and style compliance.

Long Description

Administrative operations support and digital work-methods

• Organizes and facilitates the administrative operations of the office by establishing and maintaining efficient internal procedures and digital tracking systems for correspondence and documentation.
• Continuously improves administrative workflows using digital tools and approved cloud-based platforms to ensure accuracy, transparency, and accessibility. Verifies that tasks are completed in line with corporate standards and within set deadlines, while proactively monitoring progress and flagging priority issues for the supervisor’s attention.

Calendar management and stakeholder engagement support

• Manages the supervisor’s calendar.Coordinates related transportation and logistical services, including vehicle bookings, protocol arrangements, and venue access, ensuring seamless execution of both in-person and virtual engagements.
• Acts as the first point of contact and liaison for senior internal and external stakeholders, demonstrating professionalism and discretion.
• Receives high-ranking visitors, manages inbound communications, including screening calls and responding to inquiries, and ensures all interactions reflect the UNESCO standards of protocol and service excellence concerning courtesy and representation.

Meeting and travel logistics support

• Provides comprehensive administrative and logistical support for all levels of meetings,managing invitations, coordinating documentation, taking notes, and preparing minutes.
• Manages all aspects of the supervisor’s official travel and meeting logistics. Coordinates closely with other UNESCO offices, staff as needed, and National Commissions for UNESCO, UN Resident Coordinators and UNDSS, to meet safety and security requirements, align travel plans, ensure consistency in representation, and facilitate joint missions or events.
• Prepares detailed itineraries that integrate meeting schedules, time zones, and local protocols, while ensuring compliance with organizational travel policies. Oversees guest and participant lists, seating arrangements, and special requirements (e.g., interpretation services, accessibility needs, or technical equipment). Liaises with internal corporate services to resolve administrative and logistical issues efficiently.

COMPETENCIES - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Innovation (C)
• Knowledge sharing and continuous improvement (C)
• Planning and organizing (C)
• Professionalism (C)
• Teamwork (C)

Short Description

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

• Completed secondary, technical, or vocational education.

WORK EXPERIENCE

• Minimum of five (5) years of relevant professional experience in secretarial support, administration, or related tasks.

Long Description

SKILLS AND COMPETENCIES

• Strong organizational and coordination skills, with the ability to manage schedules, set priorities, and monitor work plans independently.
• Excellent interpersonal skills and a collaborative approach, with the ability to build positive relationships and engage tactfully with diverse stakeholders.
• Effective written and oral communication skills in English, including drafting and proofreading.
• Proven ability to work under pressure and adapt to changing priorities with service orientation.
• Skilled in handling complex and sensitive situations with diplomacy, discretion, and professional integrity.
• Proficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) and familiar with web publishing systems such as Drupal and working in digital work platforms.

LANGUAGES

• Excellent knowledge (written and spoken) of English.

DESIRABLE QUALIFICATIONS

EDUCATION

• Specialized training or certification in Office Administration, Executive Assistance, or a related field.

WORK EXPERIENCE

• Work experience in similar roles within the UN system or an international organization/institution.

SKILLS/COMPETENCIES

• Familiarity with the operations and overall functioning of international organizations or the UN system.

LANGUAGES

• Knowledge of a local language from Southern Africa.
• Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 26 189 USD

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND HIRING PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted.

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course.

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

• UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
• UNESCO applies to a zero-tolerance policy against all forms of harassment.
• UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply.
• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
• All applications will be treated with the highest level of confidentiality.
• Geographical mobility is required for staff members appointed to UNESCO’s international posts.
• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. UNESCO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/UNESCO. The list can be accessed through the link: https://www.whed.net
• The statutory retirement age at UNESCO is 65 years.
• UNESCO appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by the Organization, is required for International Professional positions.
• UNESCO does not charge a fee at any stage of the recruitment process.