Project Assistant (Education)

UNESCO; Paris; Sur place; EUR 35 000 - 43 000; Plein temps

Résumé du poste

UNESCO in Paris, France, seeks an experienced administrative professional to support the ASPnet unit’s programme and financial activities under ED/E30/ASP, with a 1-year contract and potential extension. The role includes document management, contract processing in FABS, meeting logistics, and digital outreach collaboration with UNESCO networks.

The candidate should have at least 3 years in administrative tasks, strong English/French drafting skills, and proficiency with MS Office and data

Qualifications

• Minimum 3 years of relevant administrative/secretarial experience.
• Experience in programme support preferably in an international environment.
• Experience in providing administrative and organizational support for meetings, workshops, or similar events.
• Proficiency in MS Office suite and data management.

Responsabilités

• Receive, analyse, register and distribute mail, documents; monitor deadlines and follow up on actions; draft routine correspondence in English and/or French.
• Prepare contracts and enter contract details; support budget and data reporting; maintain files and databases.
• Assist in organization of meetings/workshops/events including logistical arrangements and follow-ups.
• Proofread, edit and finalize documents; compile information from various sources for presentations and reports.
• Support digital outreach for ASPnet via content creation and social media engagement.

Connaissances

Interpersonal communication

Organizational skills

Discretion and judgement

Teamwork

Multicultural adaptability

Data handling

Formation

Completed secondary, technical and/or vocational education

Outils

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

SharePoint

Description du poste

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Job Family: General Administrative Support

Contract Type: Project Appointment

Duration of contract: 1 year

Recruitment open to: External candidates

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

Duration of contract: 1 year with possibility of extension subject to availability of funds and satisfactory performance.

INSTRUCTIONS

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

Under the authority of the Director of the Division for Education 2030, and direct supervision of the Head of the Unit for Associated Schools Network (ED/E30/ASP), the incumbent will provide administrative and operational support to ensure the efficient management of the Unit’s programmatic and financial activities:

KEY ROLE AND RESPONSIBILITIES

1. Receive, analyse, register and distribute mail, correspondence and other documents; monitor deadlines and follow up on required actions; prepare routine correspondence and responses to requests for information, attaching relevant documentation as needed; review outgoing correspondence and documents in English and/or in French and make or recommend changes to format, style, spelling or grammar; provide informal translation as required. Maintain information systems, databases and distribution lists in both physical and electronic formats; process requests for data and reports, and assist in the preparation of presentations and other communication materials using appropriate software.

2. Prepare draft contracts and enter contract details into FABS as approved by the responsible officer, follow up on contract processing and payments. Inform team members of relevant administrative processes and related procedures to support effective work planning and implementation. Perform general administrative tasks including leave and attendance recording; and maintain Unit’s files and databases.

3. Search, compile, review and update information and data used in the development of documents, work plans and budgets to support reporting on programme and activity implementation in accordance with standards and formats. Enter data in and run reports from, automated systems in order to support the preparation of regular and ad hoc budgetary updates.

4. Proofread, edit and finalize formatting using standard office software (e.g. MS Word, PowerPoint etc.). Collect, organize and present information and data related to ASPnet's programmes and activities from a variety of sources (Internet, Intranet, office files, records, etc.).

5. Assist in the organization of virtual and in -person meetings, workshops, seminars and other events, including logistical arrangements and follow up activities working in close cooperation with UNESCO Programme Sectors, PAX, Field Offices and UNESCO Networks.

6. Support ASPnet’s digital outreach activities by drafting content for its communities of practice and leveraging social media and other online tools to foster engagement among ASPnet members.

7. Liaise with the PAX entity coordinating UNESCO Networks to ensure effective information exchange and support ASPet’s contribution to Organization-wide coordinated efforts involving these networks.

8. Support the processing of new school applications, by reviewing, analyzing and assessing ASPnet candidacies to determine compliance with UNESCO’s established criteria.

COMPETENCIES - Core (C)

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

WORK EXPERIENCE

• Minimum 3 years of relevant work experience in administrative and/or secretarial tasks.
• Experience in programme support preferably in an international environment.
• Experience in providing administrative and organizational support for meetings, workshops, or similar events.

Long Description

SKILLS AND COMPETENCIES

• Good interpersonal and communication skills; ability to work collegially with staff at different levels
• Good organizational and coordination skills; ability to manage multiple tasks simultaneously, establish priorities, and meet deadlines under general supervision.
• Discretion, good sense of judgement and capacity to deal efficiently with external partners, in particular ASPnet members.
• Ability to work as part of a team and to provide quality and timely support and services.
• Proficiency in standard office software (Microsoft Office suite: Word, Excel, Outlook, PowerPoint) and web-based collaboration platforms (e.g. SharePoint).
• Ability to work in a multicultural environment and under pressure.

LANGUAGES

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

DESIRABLE QUALIFICATIONS

WORK EXPERIENCE

• Previous experience with UNESCO and understanding of the Organization, including its administrative procedures and financial process.

Long Description

SKILLS AND COMPETENCIES

• Knowledge of UNESCO rules, integrity, professionalism, administrative procedures and standard practices.

LANGUAGES

• Knowledge of other UNESCO Official languages (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.