Grants Management Assistant

UN Atlas; Paris; Hybrid; EUR 42,000 - 68,000; Full time

Job summary

UNESCO in Paris is seeking a Grants Management Assistant within the Partnerships Division to support donor agreements, reporting, and pipeline monitoring. The role emphasizes accurate record-keeping, coordination with implementing units, and timely financial reporting in line with signed agreements.

The ideal candidate has strong administrative experience, familiarity with contract review processes, and proficiency in MS Office and ERP-like systems.

Qualifications

• Five+ years of relevant administrative experience including contract review, finance, or related fields.

Responsibilities

• Assist in the review of standard funding agreements from various units.
• Help organize and follow up meetings with implementing units and donors; take notes and prepare summaries.
• Monitor administrative processes related to agreements and maintain tracking lists.
• Update databases for narrative and financial report submissions in line with signed agreements.
• Ensure timely submission of financial reports and proper recording in internal systems.

Skills

Planning

Organizational skills

Analytical thinking

Problem-solving

Working under pressure

Interpersonal skills

Proofreading

Communication

Tools

MS Office Suite

ERP systems

Financial applications

Job description

The Partnerships Division (DPA) coordinates UNESCO's public and private partners, including bilateral donors, UN organizations, regional institutions, civil society, philanthropy, foundations, and corporations. Its mission is to diversify and expand UNESCO's donor base and provide support to Programme Sectors, Field Offices, and Institutes in their resource mobilization efforts. The Division is also responsible for developing partnership strategies and managing grant agreements.

Job Purpose

Under the authority of the Director of the Partnerships Division and the Head of the Agreement Management Unit, and directly supervised by the Grants Management Officer, the incumbent will provide essential support to the Unit. This role involves assisting in the review of donor funding agreements, guiding implementing units on funding agreement procedures, ensuring the accurate and timely recording of these agreements in the Core Manager system, and diligently following up on the submission of financial reports. The position is crucial for the efficient management of grants and partnerships within UNESCO.

Responsibilities

Assist in the review of standard funding agreements submitted by Programme Specialists from Headquarters, Field Offices, and Institutes. Support the organization and follow-up of meetings with implementing units and donors, including taking notes and preparing summary documents or presentations. Follow up with implementing units on administrative processes related to agreements. Maintain an up-to-date monitoring list of donor agreements under review to ensure accurate pipeline information. Update the database for the submission of narrative and financial reports in accordance with signed agreements. Conduct relevant follow-up with implementing units to ensure timely submission of financial reports and their proper recording in the internal system.

Work Experience

A minimum of five years of relevant work experience in administrative tasks, including assistance in contract review, finance, or related fields. Experience within the UN system or an international organization is desirable.

Skills

Excellent planning and organizational skills. Strong analytical and problem-solving abilities with good judgment. Capacity to work effectively under pressure and meet tight deadlines. Proficiency in IT, including MS Office Suite, data management, financial applications, and ERP systems. Excellent interpersonal skills for multicultural environments. Excellent proofreading skills are desirable.

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