Programme Assistant Social and Human Sciences 22379

Parent Sector : Social and Human Sciences Sector (SHS)

Duty Station : Paris

Job Family : Programme Coordination

Type of contract : Temporary Appointment

Duration of contract : From 7 to 11 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 15APR2025

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

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

Under the overall authority of the Assistant Director General for Social and Human Sciences Sector (ADG / SHS) and the direct supervision of the Chief of Bioethics and Ethics of Science and Technology Section (SHS / BIO) as a team member the Programme Assistant coordinates and performs a full range of office support administrative and management support tasks for the smooth and efficient organization and delivery of the Sections activities and functions. In particular the incumbent will :

• Track and report on programme activities; prepare project evaluations reviewing budgetary data / information from current or past initiatives. Respond to enquiries; monitor the budget of the projects and programmes within the Section in compliance with programme and budgetary requirements and financial regulations; alert the supervisor of errors / omissions / discrepancies observed and undertake corrective action. Collate information and draft regular and ad hoc budgetary / financial updates reports statistics and / or projections for use and scrutiny by management / staff as well as donors.
• Provide support in programme administration with regard to the preparation of outreach activities partnership initiatives and special events. Track retrieve research 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; prepare draft dockets and charts; assemble documents prepare reports presentations speeches etc. according to standards and formats. Look for possible venues; prepare list of participants; draft invitation letters etc. Process requests for translation printing dispatch of information documents for statutory meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for webcasting recording transcription of debates and followup on progress.
• In collaboration with team members assess administrative support needs for meetings / events / workshops / seminars travel document processing / publication production and consultants / temporary assistance and coordinate office support services for the same.
• Inform management and team members of process procedures and timeframes to secure administrative services needed for programme / project.
• Initiate a variety of contractual documents using examples or templates; identify consultants suppliers (from a roster) and prepare purchase requisitions in accordance with instructions; verify requests for payments against contractual obligations in the financial system; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer.

Long Description

• Provide guidance and support for project and programme reporting requirements; prepare paperwork submit and prepare requests for approval of HRrelated initiatives (e.g. recruitment of temporary personnel transfer etc.. This can also include processing visas security cards and other documentation; preparing regular and ad hoc reports on HR movement leave usage etc for the supervisor or on other staff resources funded via the extrabudgetary envelope.
• Initiate travel authorization and make travel arrangements for team staff; provide assistance to partners and stakeholders as required.
• Maintain / update programme and project documentation and records research and track background information and documentation; maintain electronic and hardcopy files / records / data sources uptodate on budgetary data contract personnel and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and the safe retention of the same.
• Provide general office assistance receive register review and draft correspondence emails and type a variety of reports and tables to document / transmit administrative or budgetary information; verify outgoing correspondence for completeness accuracy and compliance with UNESCO format standards; maintain mailing lists and other contact lists.

COMPETENCIES (Core / Managerial)

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

For detailed information please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

• Completed secondary education technical or vocational education.

Work Experience

• At least five 5 years of work experience relevant to the position and the activities described above.

Skills and competencies

• Excellent interpersonal and communication skills.
• Attention to detail and meticulous in correspondence.
• Good organizational skills with emphasis on quality efficiency and aptitude to manage competing priorities.
• Discretion good sense of 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 (spoken and written) 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 / cooperations and development.
• Familiarity with UNESCOs intergovernmental processes and procedures.
• Familiarity with UNESCOs advisory bodies in bioethics and ethics of science and technology.

Languages

• Knowledge of another official language of UNESCO (Arabic Chinese Russian and / or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCOs 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 Euro.

For full information on benefits and entitlements please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an online 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 an interview.

UNESCO uses communication technologies such as video or teleconference email 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 zerotolerance 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 underrepresented 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.

Please note that UNESCO is a nonsmoking Organization.

Key Skills

Project Management Methodology, Project / Program Management, Program Management, Management Experience, Microsoft Powerpoint, Project Management, Microsoft Project, Budgeting, DoD Experience, Leadership Experience, Supervising Experience, Contracts