| Title: | Programme assistant |
| Domain: | Training and Education programmes |
| Grade: | G5 |
| Post Number: | IEP/PA/064 |
| Organizational Unit: | UNESCO International Institute for Educational Planning (IIEP) |
| Primary Location: | Paris, France |
| Recruitment open to: | Internal and external candidates residing in France only |
| Type of contract: | Project Appointment (PA) |
| Annual salary: | 38576 euros |
| Length: | 1 year renewable |
| Deadline (midnight, Paris time): | 23 June 2017 |
| Applications to be sent to: |
email: Pastpa064@iiep.unesco.org |
Overview of the functions of the post
Under the overall authority of the Director of the UNESCO International Institute for Educational Planning and the direct supervision of the Team Leader Training and Education Programmes, the incumbent will perform the following tasks:
(1) Co-ordinate the administration of the marketing of TEP courses, through:
- updating materials related to the TEP course offer in collaboration with the other Assistants and the Communication section,
- responding to inquiries from Permanent Delegations, National Commissions, visitors and partners in both French and English and maintaining files (paper and electronic) and databases.
- managing the TEP management information system with support from the TEP team leader and other designated colleagues to ensure the efficient planning and marketing of the TEP offer.
(2) Support the processing of applications to TEP courses and provide administrative oversight for the processing of
- applications for the Advanced Training Programme (PFA) and the specialized courses (SCP), including:
- sorting and tracking candidates' applications, updating and validating the admissions process and leading the annual Candidate Enrolment Campaign with support from the other IIEP Assistants.
- establishing and maintaining the annual planning project and events calendar for ATP/PFA implementation with emphasis on the interface with candidates and course participants.
(3) Support Training Delivery and provide key administrative assistance to ensure effective programme delivery through:
- verifying and tracking updates to course/programme descriptions prior to their posting and presentation (distance and/or person to person) and formatting, correcting, and revising material, such as information bulletins and agendas according to deadlines.
- ensuring the timely availability of training materials for course delivery by verifying the status of the production and distribution of the course materials with the respective training staff for the course, including posting training materials on the platform, according to established schedules in collaboration with the other Assistants.
- ensuring the filing of all finalized paper and electronic programme materials within 15 days of course delivery.
- finalizing TORs, requests for visas and entering trips in Duo/ FABS and preparing travel records in a timely and g. preparing and processing requests for contractors and their contracts and processing their payments within defined timeframes.
- tracking expenditures against budget allotments, verifying payment execution to external service providers and preparing reports on financial status by budget/programme.
(4) Provide administrative oversight of budget related issues within TEP through:
- assisting in producing provisional budgets, monitoring the status of expenditures and allotments and updating budget tables and preparing statistical tables and standard financial reports when necessary.
- entering budgetary data in the automated financial management system (SAP) and checking information for accuracy and compliance with approved funds and BFM Regulations; alerting the supervisor of any errors, or discrepancies observed.
(5) Participate in and contribute across IIEP work and perform other assigned duties.
Required qualifications
Education
Completed secondary, technical and/or vocational education.
Professional experience
A minimum of five years of relevant work experience in office management or related fields.
Skills/Competencie
- Good organizational and coordination skills.
- Ability to work well as part of a team, to take initiatives and to provide quality and timely support.
- Ability to work with people from different cultural backgrounds.
- Ability to work under pressure and flexibility to adjust work schedules and priorities.
- Excellent IT skills, with proficiency in the use of Microsoft Office.
- Good understanding of ICT applications in education.
- Excellent communication skills (oral and written), including drafting skills.
Languages
Excellent knowledge of English or French and very good knowledge of the other working language.
Benefits and entitlements
UNESCO’s salaries are paid in Euros at Headquarters, exempt from income taxes. Other benefits include: 30 days annual leave, family allowance, pension plan and medical insurance. More details on the ICSC Web site. Please note that UNESCO is a non-smoking Organization. More details on the ICSC Web site.
How to apply
To apply, please send your CV together with the cover letter to: Pastpa064@iiep.unesco.org
Please label the subject line “Programme Assistant" (G-5). The deadline for submission is 23 June 2017 at midnight (Paris time). The appointment is contingent on the availability of funds and legal entitlement to work in the country of duty station for locally recruited General Service Staff.
A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES.
Only short-listed candidates will be contacted.