Programme Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

**OVERVIEW** ------------ Post Number : CI 071 Grade : G-4 Parent Sector : Communication and Information Sector (CI) Duty Station: Paris Job Family: Communication and Information Type of contract : Fixed Term Duration of contract : 2 years, renewable Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 26-OCT-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 to this position.*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- The post is typically located in CI/FEJ, within the Communication and Information Sector, and works under the overall delegated authority of ADG/CI, and the direct supervision of the Chief CI/FEJ or the assigned Programme Specialist(s). As a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions. - Produce complete and in final form documents, publications and correspondence related to the work of the Section from draft texts. Search, locate, synthesize, compile, review and update information and data used in the development of documents, work plans and budgets; ensure accuracy and compliance with the approved amounts; enter data in, and run reports from, automated systems in order to support preparation of regular and ad-hoc budgetary/ financial updates, reporting on programme/ project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager. Provide support for resource mobilization initiatives. Long Description ---------------- - Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up in collaboration with the AO/EO Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; follow-up and alert team members of outstanding payments, timeframes and bottlenecks. Perform general administrative tasks such as leave and attendance recording; update websites and support information and knowledge management, maintain files (both paper and electronic) and databases for the team and assist in providing software and office equipment support. - Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support. Organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications. Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation. Long Description ---------------- - Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommend changes/ corrections; and handle arrangement for translations of documents. Maintain and develop information and knowledge management systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. Assist in the preparation of presentation materials using appropriate technology/software. - Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to the supervisor(s) and colleagues; make appointments, update calendars, reserve meeting rooms, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned. Liaise with various internal services to obtain additional information/ clarifications. Ensure the timely availability of office materials. Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (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](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- ***Education*** - Completed secondary, technical or vocational education. ***Work Experience*** - A minimum of three (3) years of relevant work experience. ***Skill/Competencies*** - Good interpersonal and communication skills, including good drafting skills in English and/or French. - Ability to draft correspondence and correct documents. - Good organizational and coordination skills. - Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds. - Diplomacy and politeness in dealing with external and internal partners requesting information. - Flexibility to adjust work schedules and priorities and capacity to work effectively under pressure. - Good computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.). ***Languages*** - Excellent knowledge of French or English and good knowledge of the other working language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - General clerical training and/or postsecondary education. ***Work Experience*** - Experience in providing programme and administrative support services. - Relevant work experience in an international environment/organization/institution. **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 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 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](https://en.unesco.org/careers/geographicaldistribution)) 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.