Programme Assistant (Culture)

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 : CLT 024 Grade : G-4 Parent Sector : Culture Sector (CLT) Duty Station: Paris Job Family: Culture Type of contract : Fixed Term Duration of contract : 2 years, renewable Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 22-MAR-2023 - **Extended** 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*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- The World Heritage Centre of the Culture Sector of UNESCO ensures the Secretariat, management and effective implementation of the 1972 Convention for the Protection of the World Cultural and Natural Heritage. The Entity also supports the implementation of the 2011 Recommendation on the Historic Urban Landscape. The Arab States Unit of the World Heritage Centre is one of the regional units of the Entity, ensuring the day-to-day management and effective implementation of the 1972 Convention in 19 States Parties of the Arab States region. Under the overall authority of the Assistant Director-General for Culture (ADG/CLT), the general supervision of the Director of World Heritage (DIR/WH) and the direct supervision of the Head of the Arab States Unit, the Programme Assistant provides support in the organization and delivery of programme activities/projects, carrying out a range of office support and administrative functions, as a member of the team. Long Description ---------------- In particular, the incumbent will: - Produce, consolidate, complete and edit in final form a variety of documents, publications and correspondence related to the work of the Unit, on the basis of draft texts. Search, locate, compile, review and update information and data used in the development of documents, work plans and budgets, while ensuring accuracy and compliance with the approved data and amounts. Enter data in and run reports from automated systems, including on programme/project implementation, budgetary and financial information, statistics and/or projections. Provide administrative support for resource mobilization initiatives. - Prepare required administrative documentation in line with internal rules and procedures and in collaboration with the Administrative Unit of the Culture Sector (CLT/AO), using templates and learning from previous practice. Initiate administrative procedures and ensure follow-up, notably with regards to contracts, submission of related deliverables and payments. Inform team members of administrative processes, ensure the appropriate follow-up and alert team members of outstanding tasks, deadlines and bottlenecks. Perform general administrative tasks. Maintain files (both paper and electronic) and databases for the Unit. Long Description ---------------- - Organize meetings, events and workshops by providing the necessary administrative and logistical support. Organize the related official travel on mission by making travel arrangements, tracking and preparing itineraries, preparing the necessary documentation such as visa applications, and providing assistance in view of facilitating the overall preparation of missions. Provide administrative support for the events; collate/format information and data for presentation in final form; inform participants; organize the distribution of documentation; draft minutes, collect information/documentation and prepare associated documentation. - 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 ensure the appropriate follow-up on the internal processes entailed. Draft, review, proofread and edit outgoing correspondence according to standard practices and protocol; recommend changes/corrections; handle arrangements for the translations of documents. Maintain information systems and databases. Long Description ---------------- - Respond to enquiries and follow up on routine outstanding matters; route information and queries; provide information to supervisor and colleagues; make appointments, receive visitors, answer general enquiries and/or refer them to the concerned Programme Specialist(s) or entity(ies). Liaise with various entities in the Culture Sector or within UNESCO, including the Executive Office and the Administrative Unit of the Culture Sector, as well as Central Services of UNESCO in order to obtain relevant information/clarifications. Provide guidance to short-term temporary staff on general office processes and procedures, automated systems, 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 school. ***Work Experience*** - Minimum of three (3) years of relevant work experience in secretarial, and/or administrative support tasks or related tasks, preferably in an international environment. ***Skills & Competencies*** - Good interpersonal and communication skills. - Good skills in drafting correspondence and documents in English and French, with strong attention to detail. - Good organizational and coordination skills with the ability to take initiative, establish priorities and monitor own work plans. - Ability to work under pressure, to deal with complex and sensitive situations and flexibility to adjust work schedules. - Diplomacy and politeness in dealing with external and internal partners requesting information. - Ability to work efficiently in a multi-cultural environment, with team spirit. - Good IT skills, including MS Office software (Word, Excel, Outlook, PowerPoint etc.). ***Languages*** - Excellent knowledge (written and spoken) of English or French and good knowledge of the other language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Specialized training/certification in administration, and/or secretariat or other related field. ***Work Experience*** - Experience in providing programme and administrative support services. - Relevant work experience in an international environment/organization/institution. ***Languages*** - Good knowledge (written and spoken) of Arabic. - Knowledge of another/other official UNESCO language(s) (Chinese, Russian and/or 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. The approximate annual starting salary for this post is 37 833 Euros. 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.