Job Title: Programme Assistant (Education)
Post Number : ED 243
Grade : G-5
Parent Sector : Education Sector (ED)
Duty Station: Paris, France
Job Family: Education
Type of contract : Fixed Term
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 14-May-2021
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Deadline extended due to IT maintenance
(Only candidates who are entitled to work in France may apply to this position)
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Assistant-Director General of the Education Sector (ADG/ED), and the direct supervision of the Director of the Future of Learning and Innovation Team (DIR/ED/FLI), the Programme Assistant shall provide administrative and programme management support for the smooth and efficient organization and delivery of programme/project results of the Team. In particular, the incumbent will provide a full range of office as well as administrative and management support as follows:
- Provide general office assistance to the Team and secretarial functions to the Director: prepare paper work; submit and prepare requests for approval of HR related matters (temporary assistance, processing visas, security cards); prepare meeting minutes; make travel arrangements; respond to administrative problems (telephone, computer, office supplies); receive, register, review and draft correspondence/e-mails/documents; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; transmit administrative or budgetary information to relevant team members; maintain mailing/contact lists; manage the online and offline filing system.
- Provide support to programme administration of the Team: prepare budgetary monitoring information; initiate contractual documents; prepare supporting documents for travel arrangements, contract approval and payment in compliance with programme and budgetary requirements and financial regulation; alert the supervisor of errors/omissions/discrepancies observed and undertake corrective action.
- Assist in the implementation of programmes/projects/activities of the Team: track, retrieve, research files, reports, other records and past practices; gather and collate background information; prepare and format presentations, reports, according to standards and formats.
- Provide administrative and organizational support for events/meetings/workshops/seminars including all aspects of logistics arrangements and follow up: prepare participation lists, process requests for translation and coordinate the delivery of translation services, print and dispatch information documents, complete forms and process requests for reservation of room, webcasting, recording, transcription of debates.
- Provide guidance and support to new staff and general assistance to other office support staff.
COMPETENCIES (Core / Managerial)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
For detailed information, please consult the UNESCO Competency Framework.
- Completed secondary, technical and/or vocational education.
- At least 5 years of relevant work experience in sectorial and/or administrative tasks in an international environment, of which at least 2 years working for a supervisor with managerial responsibilities.
Skills and Competencies
- Excellent interpersonal and communication skills, including ability to draft correspondence and correct documents.
- Excellent organizational and coordination skills.
- Ability to work in a multicultural environment with discretion, sensitivity and respect for diversity.
- Ability to work as part of a team, to take initiatives and to provide quality and timely support and services.
- Flexibility to adjust work schedules and priorities. Capacity to work effectively under pressure.
- Excellent ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Power point, etc.).
- Excellent knowledge of English or French (written and spoken) and good knowledge of the other language.
- Bachelor’s degree in Social Sciences with specialization in humanities, management and/or international development.
- Experience in similar functions within the United Nations system.
Skills and competences
- Excellent proof-reading skills.
- Knowledge of contractual procedures.
- Excellent knowledge of the format and protocols of formal communications.
- Knowledge of UNESCO rules, administrative procedures and standard practices.
- Knowledge of another UNESCO official language (Arabic, Chinese, Russian 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.
For more information in benefits and entitlements, please consult ICSC website.
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. 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.
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) 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.