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 : IEP/PA/137 Grade : G-5 Parent Sector : Education Sector (ED) Duty Station: Paris Job Family: Education Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 31-AUG-2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***Only candidates who are entitled to work in France may apply to this position.*** ***​​​​​​Duration of contract: 1 year renewable with a six months probationary period. Extension of contract is subject to availability of funds and satisfactory performance.*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- As a specialized organization with the mandate to support educational policy, planning and management, the UNESCO International Institute for Educational Planning (IIEP) plays a unique role within the United Nations system. IIEP was established in 1963 as an integral part of UNESCO. It supports ministries of education around the world and other key actors to plan and manage education systems through its programmes of training, technical assistance, policy research and knowledge sharing. The Institute launched its new Medium-Term Strategy (2022-2024) in January 2022. It draws on core and project funding to achieve its goals and objectives. Under the overall authority of the Director, IIEP and the supervision of the Head of the Technical Cooperation team, within the framework of the Institute’s Medium-Term Strategy (MTS), the Programme Assistant will ensure that all relevant support is provided to the management and implementation of Technical Cooperation activities so that they are executed smoothly and efficiently. This includes the preparation of field missions and of consultant contracts, the organization of courses and workshops, and, at times, supporting the delivery of training courses. The incumbents will have the following duties and responsibilities: Long Description ---------------- **1. Prepare and follow up on staff missions related to projects and activities implemented by the Team** - Provide general administrative support for missions in line with the Team's programme. - Prepare Travel Plans, Travel Requests, travel expenses, budget requests, visas, and security clearances, enter trips in DUO and prepare travel claims in a timely and efficient manner. - Manage travel arrangements, bookings, and communications with participants in IIEP events as soon as the mission is confirmed. - Coordinate issuance of travel authorizations and DSA payment with finance staff as soon as the mission is confirmed and before travel. - Liaise with travel agencies for issuance of tickets, if possible, at least 14 days before duty travel. - Inform the UNESCO Offices, National Commissions, Permanent Delegations, UNDP offices as soon the mission is confirmed. **2. Administrative support to team contractual matters** - Support the development of ToRs for consultants with information provided by Programme specialists. - Create vendor and prepare requests for contracts in DUO for consultants upon receipt of relevant information from Programme specialists for recruitment of individual consultants, when possible, at least one week before start date. - Request consultants to complete PSEA training certificate. - Support project reporting (preparing budget tables). - Follow-up on the validation process of contracts in the system and liaise with the relevant staff members or create amendments as the need arises. - Monitor associated deadlines and payment requirements. - Provide logistic support for the consultants at request. **3. Assist with the organization and follow up of online courses (held in person or via Zoom/Teams)** - Finalize invitation letters and send them to the Ministries, with copies to National Commissions, Permanent Delegations and UNESCO offices. - Prepare letters of admission to the selected teams. - Collect the application forms and create a list of participants in line with IIEP requirements. - If via Zoom, create Zoom invitation link, add interpreters to the meeting, assist during Zoom sessions by recording, doing polls, sharing documents, etc. - Assist with the translation, editing and formatting of training materials (modules, PowerPoints) in English/French using institutional templates. - Send the training materials to the relevant party or upload them on the e-platform. - Prepare contracts for consultants involved in these courses. Long Description ---------------- **4. Assist with the organization and follow up of face to face/blended learning workshops, meetings, policy forums and Summer Schools held in Paris and in Member States (including travel and contracts for staff, consultants, and participants) – or via Zoom/Teams – including the following tasks, as relevant** - Prepare and send letters of invitation. - Prepare contracts, and draft budget expenditure reports. - Prepare travel logistics (flights, hotels, travel orders, per diem, visas) for staff, consultants, and participants. - Take care of organizational logistics (hotel reservations, lunch, and coffee breaks, assisting the event, badges, etc.) - Finalize and distribute training materials using institutional templates. - Maintain the Virtual Campus platform. - If via Zoom, create Zoom invitation links, add interpreters to the meeting, assist during Zoom sessions by recording, doing polls, sharing documents, etc. - Support in the preparation of evaluation instruments (paper or electronic) for TC activities. **5. Prepare documents from the TC team for publication in English and French.** - Finalize documents to be sent for publication using IIEP Style guide and checklist. - Format of documents, reports or short videos using institutional templates. **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*** - Completion of secondary, technical or vocational school education with qualifications in office management administration or related fields. ***Experience*** - Minimum of five (5) years of relevant work experience in an administrative support capacity preferably in a multicultural setting. ***Skills and Competencies*** - Excellent organizational skills with a strong drive for results. - Capacity to ensure completion of high-quality work in a timely manner. - Ability to work in a team, in a collegial and mutually supportive manner. - Ability to work with people from different cultural backgrounds. - Flexibility and adaptability as workload can fluctuate. - Excellent knowledge of Microsoft Office Suite and video conferencing systems, such as Zoom and Microsoft Teams. - Excellent communication and negotiation skills. ***Languages*** - Excellent knowledge of English or French and good knowledge of the other language. **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://en.unesco.org/sites/default/files/unesco-staff-compensation-booklet_en.pdf) **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.