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 : SC/PA 048 Grade : G-5 Parent Sector : Natural Sciences Sector (SC) Duty Station: Paris Job Family: Natural Sciences Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 31-MAY-23 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **Only candidates who are entitled to work in France can apply to this position** **Duration of contract: 1 year with possibility of extension subject to availability of funds and** **satisfactory** **performance** OVERVIEW OF THE FUNCTIONS OF THE POST ------------------------------------- Under the authority of the Assistant Director-General for Natural Sciences and the direct supervision of the Chief of Unit of disaster risk reduction (DRR Unit), the incumbent is responsible to give assistance to the DRR Unit in the achievement of the priorities for the building resilience of the Member States by providing a wide range of administrative, programmatic and management support and playing a lead role within the Unit in ensuring application and compliance with the rules, regulations, policies and practices in place. Work encompasses delivery of specialized support in administration, budget, and logistics. In particular, the incumbent shall perform the following duties: - Manage the overall administration of the DRR Unit including the production of administrative documentation. - Manage programme and project documentation and records, research, and track background information and documentation. Review and draft correspondence (English and French), emails and elaborate a variety of reports and tables. Verify outgoing correspondence and draft replies. - Review payments accounts and provide necessary information and guidance to Unit Chief. - Monitor expenditures related to RP and extrabudgetary project and activities, prepare fund reservations requests, verify and process payments. - Support the human resource needs of the Unit (e.g assist in the identification and hiring of consultant, contract for service, interns). - Organize meetings, conferences, and other events; assessing administrative needs, budget, expenses as well as other meeting facilities; making reservation of rooms, Teams/Zoom platforms, interprets services, etc. - Draft and dispatch related correspondence (save the date, invitation and thank you letter etc.). - Process requests for translation, printing, dispatch of information documents for meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for interpreting, webcasting, recording, transcription of debates and follow-up on progress. - Make travel arrangements for the staff of the missions and participants’ travel in liaison with the central services and colleagues concerned (leave plans, visa, travel request, travel advance in SAP financial system, initiate payment of travel advance, etc). - Additional activities that may be required to ensure the success of the work team. Attend weekly planning and monitoring meetings, contribute actively to discussion and activities of the team and consult other colleagues to facilitate the process or to seek solutions to difficulties encountered. - Stay abreast of the latest IT tools and financial and administrative rules and procedures by attending workshops organized by ADM, HRM and sectors in link with our multisectoral activities and self-train by using resources available in MyLearning. - The incumbent will work closely with all other programme specialists of DRR/Unit as well as with external/individual Consultants; DRR officers/focal points at UNESCO Field Offices, Secondments sending Institutions (the MLIT of Japan), etc. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (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** - Secondary, technical or vocational school. **Work Experience** - Minimum 5 years of experience, including relevant experience in general administration or related functions. **Skills and competencies** - Good planning and organizational skills; - Ability to prioritize tasks and deliver under tight deadlines; - Proven experience communicating with various stakeholders; - Capacity for teamwork with good interpersonal skills and ability to work in a multicultural environment; - Strong IT skills (Microsoft Word, Excel, Powerpoint, data management..etc); - Experience supporting project administration; - Excellent written and oral communication skills. **Languages** - Excellent knowledge (written and spoken) of English or French and good knowledge of the other. **DESIRABLE QUALIFICATIONS** ---------------------------- **Education** - University degree (Bachelor's or equivalent) in international relations, natural sciences, political science or related subject would be an asset. **Skills and Competencies** - Professional experience in an international organisation or United Nations system would be an advantage; - Knowledge of planning and financial tools would be an advantage; - Proven experience in assisting implementation of mid scale projects; - Proven ability to design and monitor complex budgets; - Basic knowledge of Results Based Management and budgeting. **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 full information on benefits and entitlements, please consult our [Guide to Staff Benefits](https://unesco.sharepoint.com/:b:/s/HRMTeam/ESzDuIMSjEtIqYwVozjc3I8Bb5Kj-P0DrTgbm4BIjD17nQ?e=41cm7D). **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.*