Programme Assistant
OVERVIEW
Post Number : ED 243
Grade : G-5
Parent Sector : Education Sector (ED)
Duty Station: Paris
Job Family: Education
Type of contract : Fixed Term
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 11-APR-2022
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Assistant-Director General of the Education Sector (ADG/ED), and the direct supervision of the Director of the Future of Learning and Innovation team (DIR/ED/FLI), the Programme Assistant shall provide administrative and programme management support for the smooth and efficient implementation of activities and delivery of results. In particular, the incumbent will provide a full range of Office as well as administrative and management support as follows:
Provide general office assistance to the Team and secretarial functions to the Director: prepare paper work; submit and prepare requests for approval of HR related matters (temporary assistance, processing visas, security cards); prepare meeting minutes; make travel arrangements; respond to administrative problems (telephone, computer, office supplies); receive, register, review and draft correspondence/e-mails/documents; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; transmit administrative or budgetary information to relevant team members; maintain mailing/contact lists; manage the online and offline filing system.
Long Description
Provide administrative support to FLI programme activities: prepare budgetary monitoring information; initiate contractual documents; prepare supporting documents for travel arrangements, contract approval and payment in compliance with programme and budgetary requirements and financial regulations; alert the supervisor of errors/omissions/discrepancies observed and undertake corrective action.
Assist in the implementation of programme projects and activities: track, retrieve, research files, reports, other records and past practices; collect and collate background information; prepare and format presentations, reports, according to standards and formats.
Provide administrative and organizational support for events/meetings/workshops/seminars including all aspects of logistic arrangements and follow-up: prepare participants’ lists, ensure room reservation, interpretation, webcasting, recording services and transcription of debates/deliberations.
Provide guidance and support to new staff and general assistance to other office support staff.
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
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Completed secondary, technical and/or vocational education.
Work Experience
- At least 5 years of relevant work experience in sectorial and/or administrative tasks in an international environment, of which at least 2 years working for a supervisor with managerial responsibility.
Skills and competencies
- Excellent interpersonal and communication skills, including ability to draft correspondence and proofreading capacity in a required languages.
- Excellent organizational and coordination skills.
- Discretion and capacity to deal with people of different cultural backgrounds efficiently and tactfully.
- Ability to work as part of a team, to take initiatives and to provide quality and timely support and services.
- Flexibility to adjust work schedules and priorities. Capacity to work effectively under tight deadlines.
- Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Power point, etc.).
Languages
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Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Education
- Bachelors’ degree in management, business administration and/or the humanities.
Work experience
- Working experience in similar functions in an international environment.
Skills and competencies
- Excellent proofreading skills.
- Knowledge of contractual procedures.
- Excellent knowledge of the protocols of formal communications.
- Knowledge of administrative procedures and standard practices in an international environment.
Languages
- Good knowledge of Spanish (both written and oral).
- Knowledge of the other official UNESCO language (Arabic, Chinese and Russian).
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.
For more information in benefits and entitlements, please consult ICSC website.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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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 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. Individuals 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. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.