Programme Assistant (Sciences Sector)

UNESCO - United Nations Educational, Scientific and Cultural Organization; Paris; In loco; EUR 39.000 - 48.000; Tempo pieno

Descrizione del lavoro

UNESCO International seeks a Programme Assistant to support the Youth Coordination Section with administrative tasks, event support, and coordination of travel, visas and translations. The role requires managing documents, reports and meeting logistics while coordinating with internal services.

The ideal candidate has strong English/French drafting skills, excellent organizational ability and experience with procurement and budget processes in a multinational setting.

Competenze

• Excellent interpersonal and communication skills, including drafting skills in English and/or French.
• Attention to detail and meticulous in correspondence.
• Good organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure.
• Discretion, initiative and service oriented to provide quality and timely support and services.
• Good knowledge of standard office software (word processing, spreadsheets, etc.).
• Familiarity with procurement processes and budgetary management.

Mansioni

• Provide professional and technical support, coordination, research and analysis for Youth Coordination Section activities.
• Assist in programme administration for events, outreach and partnerships, including travel and logistics.
• Track and report on projects and programmes, ensuring compliance with budgets and regulations.

Conoscenze

Interpersonal skills

Drafting skills

Attention to detail

Organizational skills

Discretion

Office software

Procurement knowledge

Formazione

Completed secondary education, technical or vocational education

Descrizione del lavoro

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Job Family : General Administrative Support

Contract Type: Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

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

Only candidates eligible to work in France may apply to this position

ORGANIZATIONAL CONTEXT

The post is located in the Youth Coordination Section within the Sciences Sector and operates under the overall authority of the Assistant Director-General for Sciences (ADG/SCS), guidance of the Director for Social Policies and Inclusion (SCS/SPI), and direct supervision from the Chief of the Youth Coordination Section (SCS/SPI/YOU).

As a team member, the Programme Assistant is responsible for providing professional and technical support, coordination, research and analysis to sectional, cross-sectional, and divisional work as well as other programmatic initiatives in line with Youth as a Priority Group. The incumbent will perform the following tasks:

KEY ROLE AND RESPONSIBILITIES

• Provide support in programme administration for the preparation of special events, outreach activities, and partnership initiatives. To this end, search and retrieve previous files, reports, other records, and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; assemble documents; prepare reports, presentations, speeches, etc., according to established standards and formats. Look for possible venues; prepare lists of participants; draft invitation letters, etc. Provide assistance to participants, partners and stakeholders as required, including making travel, hospitality, and visa arrangements. Coordinate the delivery of translation and interpretation services; complete forms and process requests for conference room and on-line meeting reservations; and liaise with relevant technical services to follow up on progress.
• In collaboration with Section members, assess and anticipate administrative support needs for meetings, events, workshops, publication production, travel document processing, and coordinate office support accordingly. Inform Section Chief and members of processes, procedures, and timeframes required for administrative services for programme/project execution. Make proposals for the streamlining of internal processes to improve efficiency. Help identify suppliers in line with established processes and prepare purchase requisitions in accordance with instructions. Initiate contractual documents using templates or examples. Verify payment requests against contractual obligations in the financial system; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Liaise with in-House services (AO, ADM, HRM, etc.) and resolve related issues.
• Track, monitor and report on the projects and programmes implemented by the Section, ensuring compliance with programme and budgetary requirements and financial regulations. Collate data/information and draft regular and ad hoc budgetary and financial updates, reports, statistics, and/or projections for use and scrutiny by management, staff, and donors. Alert the supervisor of errors, omissions, or discrepancies observed, and undertake corrective actions.

Long Description

• Assist in Human resources-related actions. Help identify and support the recruitment of temporary assistance, including staff resources funded via extra-budgetary funds. Prepare paperwork, submit, and process requests for approval of human resources actions (e.g., recruitment of temporary personnel, transfers, etc.). Assist in temporary assistance planning. Support can also include processing visas, and other documentation; preparing reports on HR movements and leave usage.
• Maintain/update programme and project documentation and records. Maintain electronic and, where necessary, hard-copy files/records/data sources to ensure accurate and up-to-date information on budgets, contracts, personnel and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and their safe retention.
• Facilitate interaction and information flow within the Section by coordinating the dissemination of institutional communication and conveying directives, reports, status updates and other relevant information. Prepare meeting minutes and monitor follow-up.
• Provide general office assistance and serve as the Section’s primary point of contact, including for visits, calls, and enquiries. Respond to enquiries relevant to the Section’s projects and programme, in liaison with relevant colleagues. Receive, register, review and draft correspondence and emails; verify outgoing correspondence for completeness, accuracy, and compliance with UNESCO standards and established deadlines; maintain mailing lists and other contact lists. Help establish internal procedures and tracking systems for correspondence and documents, monitoring progress and cases of priority and concern to the Chief. Make arrangements for official travel and meetings (e.g. travel/hotel/room reservations, guest/participant lists, invitations, seating arrangements, special equipment etc.). Arrange appointments and maintain the Chief’s schedule, prioritizing and resolving competing demands. Initiate travel authorizations and make travel arrangements for Section staff.

COMPETENCIES - Core (C) & Managerial (M)

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

WORK EXPERIENCE

• At least five (5) years of relevant work experience in secretarial and/or administrative tasks.

Long Description

SKILLS AND COMPETENCIES

• Excellent interpersonal and communication skills, including drafting skills in English and/or French.
• Attention to detail and meticulous in correspondence.
• Good organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure.
• Discretion, initiative and service oriented to provide quality and timely support and services.
• Good knowledge of standard office software (word processing, spreadsheets, etc.).
• Familiarity with procurement processes and budgetary management .

LANGUAGES

• Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

EDUCATION

• Specialized training/certification in secretariat/administration.

WORK EXPERIENCE

• Experience in the United Nations System or other multilateral organizations and/or in the field of international relations and diplomacy, multilateral settings/cooperation and development.
• Experience in establishing and maintaining professional networks.

Long Description

SKILLS AND COMPETENCIES

• Familiarity with the work and general functioning of international organizations and/or the United Nations System.

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.