Grants Management Assistant

UNESCO; Paris; On-site; EUR 39,000 - 48,000; Part time

Benefits offered by this job

30 days annual leave

Medical insurance

Pension plan

Job summary

UNESCO is seeking support in the Partnerships Division to review and manage funding agreements, coordinate with donors and implementers, and ensure timely reporting and proper recording in Core Manager and related systems.

The role supports the Grants Management Officer under the Division for Partnerships, requiring five years of administrative experience, strong IT skills, and the ability to work in a multicultural, international environment.

Qualifications

• At least five years of relevant administrative experience.
• Strong planning and organizational skills.
• Excellent analytical and problem-solving abilities.
• Proficient IT skills including SAP and MS Office.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Review standard funding agreements from HQ, Field Offices and Institutes.
• Organize meetings with implementing units and donors; take notes.
• Follow up on agreement-related administrative processes.
• Maintain monitoring list of donor agreements in pipeline.
• Update the narrative and financial reporting database and ensure timely submissions.

Skills

Communication

Accountability

Knowledge sharing

IT skills / SAP

Education

Completed secondary / technical or vocational education

Specialized training in administration or finance

Tools

SAP

Excel

PowerPoint

Outlook

Data management

Job description

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Parent Sector : Division for Partnerships (DPA)

Duty Station : Paris

Job Family : Administration

Contract Type: Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

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

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

ORGANIZATIONAL CONTEXT

The Partnerships Division (DPA), placed under the Deputy Director-General (DDG), is responsible for coordinating UNESCO’s public and private partners including key interlocutors from bilateral donors, United Nations and multilateral organizations, regional institutions such as the European Union (EU) and regional banks, civil society, philanthropy, foundations and corporations. It works to diversify and expand UNESCO’s donor base and provide backstopping and guidance to UNESCO Programme Sectors, Field Offices, and Category 1 Institutes in support of their efforts to engage with partners and mobilize resources. The Partnerships Division is responsible for the elaboration of strategies for partnership and resource mobilization and manages Grants Agreements.

Under the overall authority of the Director of the Division for Partnerships, the authority of the Head of the Agreement Management Unit and the direct supervision of the Grants Management Officer, the incumbent will support the work of the Unit in reviewing donor funding agreements, guiding implementing units in the area of funding agreements and ensuring the timely recording of funding agreements in Core Manager, and following up on submission of financial reports.

KEY ROLE AND RESPONSIBILITIES

Within this context, specific duties of the incumbent will include:

• Assist in the review of standard funding agreements received from Programme Specialists at Headquarters, Field Offices and Institutes.
• Assist in the organization of and follow-up to meetings with implementing units and donors, including for notetaking, preparation of summary notes or presentations, etc.
• Follow-up with implementing units on agreement related administrative processes.
• Keep up to date the monitoring list of donor agreements under review to ensure information of funding agreements in the pipeline is accurate.
• Keep up to date the database for submission of narrative and financial reports in line with signed agreements; proceed with relevant follow up with implementing units for ensuring submission of financial reports and proper recording in the appropriate in-house system.

COMPETENCIES - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Knowledge sharing and continuous improvement (C)
• Completed secondary, technical or vocational education.

WORK EXPERIENCE

• At least five (5) years of relevant work experience in administrative tasks, such as in providing assistance in contracts review, finance or related areas.

SKILLS AND COMPETENCIES

• Excellent planning and organizational skills.
• Very good analytical and problem-solving skills, and good sense of judgement.
• Ability to work efficiently under pressure and deliver under tight deadlines.
• Strong IT skills (Outlook, Word, Excel, PowerPoint, Data Management, financial spreadsheet applications, ERP systems such as SAP, etc.).
• Excellent interpersonal skills and capacity to work in a multicultural environment.

LANGUAGES

• Excellent knowledge of English or French and good working knowledge of the other language.

DESIRABLE QUALIFICATIONS

EDUCATION

• Specialized training/certification in administration and/or related disciplines such as accounting or finance.

WORK EXPERIENCE

• Experience in similar functions within the UN system or an international organization/institution.

SKILLS AND COMPETENCIES

• Excellent proofreading skills.

LANGUAGES

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/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 43 734 EUR

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.