Programme Assistant, CI/DHE

Contract

This is a Service Contract contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about Service Contract contracts.

**OVERVIEW** ------------ Parent Sector : Communication and Information Sector (CI) Duty Station: Paris Job Family: Communication and Information Type of contract : Non Staff Level : Duration of contract : From 1 to 6 months Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 01-MAY-2021 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.** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall delegated authority of the Assistant Director-General for Communication and Information, and the direct supervision of the Head of Documentary Heritage Unit,, the incumbent shall provide support in the organization and delivery of programme activities/projects carrying out a range of office support and administrative functions as follows: • Produce complete and in final form documents, publications and correspondence related to the work of the Unit from draft texts. Search, locate, 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 administrative support for fundraising initiatives. • 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; maintain files (both paper and electronic) and databases for work unit 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 information 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 supervisor(s) and colleagues; make appointments, 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. 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) **-** ----- 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 and/or vocational education. ***Work Experience*** • Minimum three years of relevant professional work experience in secretarial and administrative areas. ***Skills/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, good inter-relational skills and politeness in dealing with various organizations and individuals. • Flexibility to adjust work schedules and priorities and the 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 English or French and good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** • General clerical training and or post-secondary education. ***Work Experience*** • Experience in providing programme and administrative support services. • Relevant work experience in an international environment/organization/institution. • Familiarity with the UN system. • Knowledge of UNESCO rules, administrative procedures and standard practices • Familiarity with UNESCO statutory frameworks or intergovernmental programmes ***Skills/Competencies*** • Knowledge of UNESCO rules, administrative procedures, systems and standard practices. ***Languages*** • Knowledge of other official languages of UNESCO (Arabic, Chinese, Russian, Spanish). **APPLICATION PROCESS/PROCEDURE:** Interested candidates should complete the on-line application and complete the Employment History form (Word file). At the end of the Word file, insert extra pages to include a personal CV and a cover letter. **Additional Information:** - Service Contract SC2E monthly gross salary: €2312 - This Service Contract SC2E is for a period of five (5) months (estimated contract dates from May to September 2021), with extension possibility subject to good performance and availability of funding. - No travel supported. **Assessment** - Only applications providing the information requested in the application procedure will be considered. - Evaluation of qualified applicants may include an assessment exercise and a competency-based interview. **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.