Project Assistant (Health and Education)

Medical & Health

Overview

Provide administrative and program management support for smooth event organization in the HAE Section.

You have:

• Completed secondary, technical or vocational education level.
• At least 3 years of experience in secretarial and/or administrative tasks.
• Excellent organizational and communication abilities.
• Excellent ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Power point, etc.).
• Excellent knowledge of English.
• Knowledge of UNESCO rules, administrative procedures and standard practices.
• Excellent knowledge of French.

Contract

This is a SC-2 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SC-2 contracts.

**OVERVIEW** ------------ Parent Sector : Education Sector (ED) Duty Station: Paris Job Family: Education Type of contract : Service contract Level : Level 2 Duration of contract : 6 months Application Deadline (Midnight Duty Station Time) : 12-AUG-2025 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** ----------------------------------------- Under the overall authority of the Assistant-Director General for Education, overall guidance of the Director of the Division for Peace and Sustainable Development (ED/PSD), and the direct supervision of the Chief of the Section for Section of Health and Education (ED/PSD/HAE), the Project Assistant shall provide administrative and programme management support for the smooth and efficient organization of events within the HAE Section. This role will include managing vendors, travel arrangements, liaising with participant, and other administrative tasks in close coordinating with the Section Assistant. In particular, the incumbent will provide a full range of office, administrative and management support as follows: Long Description ---------------- **- Vendor ID creation and management:** o Vendor ID creation: Initiate and process Vendor ID creation in UNESCO DUO, for all UNESCO-funded individuals to facilitate financial transactions related to their participation. o Documentation: Ensure all required documentation for Vendor ID creation is complete and accurate. o Vendor management: Maintain and update records of Vendor IDs as needed, ensuring compliance with UNESCO’s procurement policies and procedures. \- **Travel arrangements:** o Booking and coordination: Arrange travel logistics, including flights, accommodations, and local transportation for UNESCO-funded participants. o Itinerary management: Prepare and distribute detailed travel itineraries, covering accommodation and transportation details. o Travel documentation: Ensure all necessary travel documents (e.g., visas, tickets) are processed and assist participants with any related issues. o Information: Write information notes and share them with the participants. Long Description ---------------- **- Participant liaison:** o Primary contact: Alongside the Section Assistant, serve as the main point of contact for UNESCO-funded participants regarding travel and accommodation matters. o Support: Provide assistance with special requests or needs related to travel and stay, including handling last-minute changes to itineraries, particularly in the case of visa issues or adjustments required by government representatives, in line with UNESCO policies. o Communication: Keep participants informed of any updates or changes related to their travel arrangements, ensuring quick and clear communication for urgent modifications. \- **Administrative support:** o Financial management: Prepare fund reservations for all events. o Documentation: Manage and prepare all documentation related to travel arrangements, allowances, and Vendor IDs. o Reporting: Provide regular updates and comprehensive reports on administrative tasks, including travel arrangements, participant liaison, and financial transactions. o Coordination: Alongside the Section Assistant, collaborate with UNESCO Section of Health and Education team members and other stakeholders to ensure efficient planning and execution of symposium-related activities. o Logistics: Make an inventory of equipment and supply requirements, prepare participant kits and event material, book venues and rooms, book or contract interpretation services, book virtual spaces for online meetings, issue badges. o Participants: Keep a participant list always updated with key information (e.g. name, title, affiliation, country, date and time of arrival and departure). **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 or vocational education level. **WORK EXPERIENCE** At least 3 years of experience in secretarial and/or administrative tasks. **SKILLS/COMPETENCIES** o Excellent organizational and communication abilities. o Excellent ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Power point, etc.). **LANGUAGES** Excellent knowledge of English. Long Description ---------------- **DESIRABLE QUALIFICATIONS** ---------------------------- **Work experience** • Working experience in similar functions within the UN system. • Experience with vendor management systems and travel management. **Skills/competences** • Knowledge of UNESCO rules, administrative procedures and standard practices. **Languages** • Excellent knowledge of French. **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 an 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://www.unesco.org/en/geo-distribution)) 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.* Please note that UNESCO is a non-smoking Organization.

Apply now

Potential interview questions

Added 11 months ago - Updated 10 months ago - Source: careers.unesco.org