Programme Assistant

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 contracts.

**OVERVIEW** ------------ Post Number : SHS 365 Grade : G-5 Parent Sector : Social and Human Sciences Sector (SHS) Duty Station: Paris Job Family: General Administrative Support Type of contract : Fixed Term Duration of contract : 2 years Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 23-JAN-2022 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Long Description ---------------- ***ONLY CANDIDATES WHO ARE ENTITLED TO WORK IN FRANCE CAN APPLY*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall authority of the Assistant Director General for Social and Human Sciences Sector 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 Section’s 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 follow-up 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 execution. 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. Prepare minutes and monitor follow-up activities. - Provide guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-related 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 extra-budgetary envelope. Initiate travel authorization and make travel arrangements, for team staff; provide assistance to partners and stakeholders as required. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc. - Maintain/update programme and project documentation and records, research, and track background information and documentation; maintain electronic and hard-copy files/records/data sources up-to-date 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. Handle routine administrative tasks. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- ***Education*** - Completed secondary education, technical or vocational education. ***Work experience*** - At least five (5) years of relevant work experience. ***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 work under pressure. - Discretion, initiative and service oriented to provide quality and timely support and services. - Good knowledge of IT skills (MS Office Outlook, Excel, Word, PowerPoint, etc.). ***Languages*** - Excellent knowledge (spoken and written) of English or French and good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Training/certification in secretariat/adminstration. ***Work experience*** - Experience in an international environment/organization/institution. ***Skills and competencies*** - Knowledge in UNESCO’s intergovernmental processes and procedures. - Knowledge in UNESCO’s advisory bodies in bioethics and ethics of science and technology - Knowledge in procurement processes and budgetary management. ***Languages*** - Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and 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. For more information in benefits and entitlements, please consult [ICSC website.](https://icsc.un.org/) **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) 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 a competency-based interview. UNESCO uses communication technologies such as video or teleconference, e-mail 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. **Footer** ---------- UNESCO applies a zero tolerance policy against all forms of harassment. UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States [(last update here)](https://en.unesco.org/careers/geographicaldistribution) 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.