Administrative Clerk - Paris, France - U.S. Embassy & Consulates in France

U.S. Embassy & Consulates in France
U.S. Embassy & Consulates in France
Entreprise vérifiée
Paris, France

il y a 2 semaines

Sophie Dupont

Posté par:

Sophie Dupont

beBee Recruiter
Description

Duties:

Position is an Administrative Assistant for IO-UNESCO Unit.

Position reports to the IO-UNESCO Unit Chief and works closely with the Senior Political Section Office Manager Specialist (OMS) and the IO-UNESCO/POLITICAL Specialist.


ADMINISTRATIVE SUPPORT - 50%
Approves electronic Country Clearances (eCCs) and Visitor Access Requests. Escorts visitors to the Political Section;

  • Prepares travel orders via the E2 software, hotel and transportation reservations, files travel vouchers;
  • Submits myServices office maintenance/ technology requests, Office Supplies;
  • Drafts and prepares diplomatic notes, accreditation letters, faxes, letters, memos and cables as directed;
  • Compilation of Daily 10UNESCO News Clips
  • Prepares UNESCO Executive Board and General Conference E-Book
  • Notetaking of IO/UNESCO meetings, as needed
Compilation of "France in Focus" and "Daily Action Message" distribution, as needed; -Time & Attendance for Political positions;

  • Schedules meetings for Political Section and UNESCO;
  • Assists with UNESCO and Political Section VIP visits and Representational events; Responsible for safeguarding classified material;
  • Morning paper and mail pickup, distribute to Political Section officers;
  • Backs up the Political OMS and UNESCO/POL Administrative Assistant when absent.

UNESCO-RELATED SUPPORT - 50%

  • Acts as a resource for contacts within UNESCO and UNESCO Member States to facilitate meetings, gather information; the level of contact includes highlevel representatives including Ambassadors, Deputy Permanent Delegates, Assistant Director-Generals, section or Department Chiefs;
  • Responds to UNESCOrelated calls, correspondence, Diplomatic Notes, and requests for information;
  • Assists with administrative preparation for UNESCOs Executive Board and General Conference and other UNESCO meetings/conferences, including working with UNESCO Secretariat regarding delegation accreditation/credentials and publication/translation of U.S. statements;
Reviews daily classified and unclassified cable traffic and flag action items related to UNESCO;

  • Coordinates participation of Political Officer covering UNESCO in teleconferences, Video Conference's etc., with Washington principals;
  • Ensures support to UNESCO Affairs section and Washingtonbased delegation members during the Executive Board and General Conference and other UNESCO meetings/conferences;
  • Monitors Paris UNESCO general inbox; distribute accordingly; flag meetings/information requests; respond as directed;
  • Ensures Washington remains informed of planned visits to the USA by UNESCO officials;
  • Assists Political Officer covering UNESCO with coordinating input for Post's Mission Resource Request and, as appropriate, the Integrated Country Strategy.
  • On occasion, attends official meetings and provides concise summaries and/or cable readouts.

Qualifications and Evaluations:


  • Requirements:

EXPERIENCE:
At least 3 years of prior office management or secretarial experience.


JOB KNOWLEDGE:
Good knowledge of State Department guidelines, FAM regulations and Embassy internal policies. Basic knowledge of UNESCO equivalents including budget regulations and procedures.

  • Education Requirements:

EDUCATION
A minimum of two years of Post-Secondary school is required.

  • Evaluations:

LANGUAGES:
(These will be tested)

English - 'Fluent', written/spoken, including ability to translate.

French - Rudimentary verbal skills


SKILLS AND ABILITIES:
Excellent organizational skills. Ability to proofread and analyze information, prioritize and coordinate multiple tasks, work independently under pressure. Ability to communicate effectively. Ability to exercise sound and independent judgment on a wide range of administrative issues.


EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

  • Qualifications:
All applicants under consideration will be required to pass medical and security certifications.


Benefits and Other Info:


  • Benefits:
  • Agency Benefits:

SALARY:

the
annual gross salary includes: the profit-sharing allowance, the vacation allowance, the bonus allowance and the "Comité d'Entreprise" allowance.


MEAL TICKETS:
Meal tickets have a face value of EUR 8.25/day. 60% of the daily amount is paid by the U.S. Government. An employee contribution of EUR 3.30 per ticket will be deducted in payroll. The number of meal tickets is limited to 202 workdays per year.


TRANSPORTATION:
Employees are eligible for a reimbursement of 50% of the cost of public transportation passes purchased for commuting purposes.


HOLIDAYS:
The U.S. Missions in France observe eleven U.S. holidays per year and up to ten French holidays.


For EFMs, benefits should be discussed with the Human Resources O
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