Programme Assistant (L'Oréal-UNESCO For Women in Science Programme)

UNESCO International; Paris; In loco; EUR 35.000 - 43.000; Part-time

Vantaggi offerti da questo lavoro

30 days annual leave

Medical insurance

Pension plan

Descrizione del lavoro

UNESCO in Paris seeks an administrative assistant to support the FWIS Prize and Programme. You will handle day-to-day administrative tasks, manage contracts, payments, procurement, and ensure timely coordination with UNESCO units.

Working under the director and FWIS team, you will organize meetings and events, maintain calendars, and prepare briefing notes and reports in a fast-paced international environment.

Competenze

• Excellent interpersonal and communication abilities.
• Strong organizational, planning and coordination skills.
• Discretion and ability to manage multiple priorities.

Mansioni

• Provide day-to-day administrative and logistical support.
• Assist with contracts, payments, procurement and vendor docs.
• Support meetings, webinars and events with coordination tasks.
• Maintain calendars, contacts and filing systems; monitor deadlines.

Conoscenze

Interpersonal skills

Communication skills

Organizational skills

Discretion

Teamwork

MS Office proficiency

Formazione

Completed secondary/technical education

Strumenti

Microsoft Office Suite

Descrizione del lavoro

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OVERVIEW

Position Number : SCS/PA 062

Grade : G-4

Parent Sector : Sciences Sector (SCS)

Duty Station : Paris

Job Family : Natural Sciences

Contract Type: Project Appointment

Duration of contract : 1 year

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

Following the renewal of the L’Oréal-UNESCO For Women in Science (FWIS) Partnership Agreement with the Fondation L’Oréal for the period 2026–2032, the Section for Research, Governance and Diplomacy (SCS/ERT/RGD) requires an administrative assistant to support the implementation of the FWIS Prize and Programme.

The incumbent will provide administrative, operational, and logistical support for the effective and timely implementation of the activities in the context of the FWIS Prize and Programme, notably by supporting the management of contracts, payments, procurement processes, administrative follow-up and coordination with relevant UNESCO units.

This support is required in light of the significant increase in administrative and contractual responsibilities. resulting from the renewed Partnership Agreement, including UNESCO assuming the management of over 90 annual contracts under the FWIS Prize and the national and regional FWIS Programmes, notably those implemented in France, Levant, Maghreb, Middle East and Sub-Saharan Africa, and support for the organization of the related award ceremonies, webinars and events.

Under the overall supervision of the Director of the Division of Ethics, Research and Technology (SCS/ERT) and under the direct supervision of the Chief of the Research, Governance and Diplomacy Section (SCS/ERT/RGD), the incumbent will provide day-to-day administrative assistance to the Chief of Section and the FWIS team, with particular responsibility for:

• Supporting administrative processes, including drafting Letters of Agreement, preparing and following up on vendor documentation and internal memoranda, and other required administrative documents;
• Supporting the planning, organization and follow-up of meetings, webinars, ceremonies and other FWIS events, including related administrative and logistical arrangements;
• Assisting with the preparation, formatting and follow-up of correspondence, briefing notes, presentations, meeting documents and reports;
• Maintaining up-to-date calendars, contact lists, tracking tools and electronic files, and monitoring deadlines and pending actions.

KEY ROLE AND RESPONSIBILITIES

Within the framework of the L’Oréal–UNESCO FWIS national and regional programmes:

• provide administrative and logistical support to the implementation of the FWIS programmes co-managed by UNESCO (currently France, Levant, Maghreb, Middle East and Sub-Saharan Africa);
• contributing to the preparation and establishment of the 90 annual non-standard contracts related to the 2026/27 L’Oréal–UNESCO FWIS Prize and endowments;
• Preparing, verifying and submitting the required vendor account and contractual and supporting documentation;
• Following up on clearances, signatures, payments and outstanding documents with the relevant UNESCO services;
• Maintaining an up-to-date contract tracking table and electronic filing system.
• Preparing Letters of Agreement, internal memoranda, vendor documentation, visa requests and other administrative documents;
• Supporting the administrative work related to travel, invitations, participants' registration and service providers.

Long Description

Within the framework of the 2027 L’Oréal–UNESCO Prize For Women in Science:

• Provide administrative and operational assistance for the preparation and implementation of the annual ceremony and week of events;
• Assisting with the planning, organization and implementation of meetings;
• Supporting the invitations and registration processes for UNESCO guests;
• Assisting with the preparation, formatting and circulation of briefings, presentations, press releases, speeches, meeting documents and post-event reports;

Long Description

Within the framework of the L’Oréal–UNESCO FWIS partnership:

• Provide day-to-day administrative support for the overall implementation of the FWIS partnership, including;
• Managing calendars, correspondence, contact lists, shared files and programme records;
• Assisting with the formatting, circulation and filing of briefings, reports, newsletters and communication materials;
• Monitoring deadlines and pending actions and bringing any delays or administrative issues to the attention of the Chief of Section and the FWIS team;
• Assist the FWIS team in the use of all financial management systems applications (IRIS/DUO/Core Manager);
• Monitor FWIS Programme expenditures and budgetary commitments according to approved plans and funds distribution per budget lines and WBS.

COMPETENCIES - Core (C)

• Communication (C)
• Accountability (C)
• Knowledge sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)

REQUIRED QUALIFICATIONS

EDUCATION

• Completed secondary, technical, and/or vocational education.

WORK EXPERIENCE

• Minimum of two (2) years of relevant work experience in secretarial and administrative support tasks or related tasks, preferably in an international environment.

Long Description

SKILLS AND COMPETENCIES

• Excellent interpersonal and communication skills, including the ability to draft correspondence and correct
  documents.
• Organizational skills, accuracy, discretion, client orientation, and ability to manage competing deadlines;
  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 adjusting work schedules and priorities; capacity to work effectively under pressure.
• Proficiency in the use of Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.).

LANGUAGES

• Excellent knowledge of English and French (written, spoken, reading comprehension).

DESIRABLE QUALIFICATIONS

WORK EXPERIENCE

• Familiarity with the UN system or administrative operations of UN agencies;
• Experience in providing programme and/or administrative support services;
• Work experience in an international environment/organisation/institution;
• Experience in drafting communication materials. Experience in administration in international organisations;
• Experience in contract, vendor, payment, travel, or event administration.

Long Description

SKILLS AND COMPETENCIES

• Knowledge of ERP systems.

LANGUAGES

• Knowledge of another official UNESCO language (Arabic, Chinese, Russian, 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 39 422 EUR

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.