Programme Assistant (Natural Sciences)

OVERVIEW

Post Number : SC 171

Grade : G-5

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Paris

Job Family: Natural Sciences

Type of contract : Fixed Term

Duration of contract : 2 years, renewable 

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 28-APR-2025

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

The post is typically located in Section of Hydrological Systems, Climate Change and Adapation (HA) and works under the overall delegated auhority of the Director of the Division of Water Sciences Division and the direct supervision of the Chief of Section Hydrological Systems, Climate Change and Adaptation. As a team member, the Programme Assistant coordinates and performs a full range of office support, administrative and management support tasks, including coordination with other offices for the smooth and efficient organization and delivery of programme activities/ projects. The focus is on information management and monitoring (programme and budget/financial administration of the Section), event orchestration and provision of administrative support in  contracting/ financial management.

In particular the incumbent will perform the following duties:

• Track and report on programme activities;  prepare project evaluations reviewing budgetary data/ information from current or past initiatives. Respond to enquiries; monitor the  budget of the projects and programmes within the Section in compliance with programme and budgetary requirements and financial regulations; provide support for establishing contracts and monitor execution of contracts; alert the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action. Coordinte with field offices, collate information and draft regular and ad hoc budgetary/ financial updates, narrative reports, in-kind contributions and co-fiancing statements, statistical and/ or projections for use and scrutiny by management/ staff as well as donors.

• Provide support in programme administration with regard to the preparation of outreach activities,  partnership initiatives and special events. Track, retrieve, research files, reports, other records and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, speeches, etc. according to standards and formats. Look for possible venues; prepare list of participants; draft invitation letters, etc. Process requests for translation, printing, dispatch of information documents for statutory meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.

• In collaboration with team members, assess administrative and financial needs for meetings/ events/ workshops/ seminars, travel, document processing/ publication production and for the recruitment of staff and affiliate personnel and provide  coordinate office support services for the same.  Inform management and team members of process, procedures and timeframes to secure administrative services needed for programme/ project execution. Initiate a variety of contractual documents using examples or templates; identify consultants, suppliers (from a roster), and prepare purchase requisitions in accordance with instructions; verify requests for payments against contractual obligations in the financial system; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Prepare minutes of regular section and programme related meetings and monitor follow-up activities.

• Provide  guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-related initiatives (e.g. recruitment of staff and affilliate personnel, transfer, etc.). This can also include processing visas, security cards and other documentation; preparing regular and ad hoc reports on HR movement, leave usage etc, for the supervisor, or on other staff resources including for the funded via the extra-budgetary envelope. Initiate travel plan, authorization and make travel arrangements, and assist in mission settlement  processes for team staff; provide assistance to partners and stakeholders as required. Provide guidance to  staff on general office processes and procedures, automated systems, computer applications, etc.

• Maintain/ update programme and project documentation and records, research, and track background information and documentation; maintain electronic and hard-copy files/ records/ data sources up-to-date on budgetary data, contract, personnel and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and the safe retention of the same. Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports and tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; maintain mailing lists and other contact lists. Handle routine administrative tasks, such as maintaining, assessing telephone billing, etc.

COMPETENCIES (Core / Managerial)

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical or vocational education.

Work Experience

• Minimum five (5) years of relevant work experience in secretarial, and administrative support tasks or related tasks, preferably in an international environment.

Skills and competencies

• Good understanding of project cycle management from an administrative point of view;
• Good analytical and organizational skills;
• Good interpersonal and communication skills, including good drafting skills in English and/or French;
• Ability to draft correspondence and correct documents;
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
• Ability to work effectively and maintain effective working relations within a multi-cultural environment;
• Diplomacy and politeness in dealing with external and internal partners requesting information;
• Solid computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).

Languages

• Excellent knowledge of French or English and good knowledge of the other working language.

DESIRABLE QUALIFICATIONS

Education

• General administrative training and a background in the field of natural sciences or a related field.

Work Experience

• Relevant work experience in an international organization.
• Experience in providing programme and administrative support services.
• Familiarity with UNESCO rules, administrative procedures, systems and standard practices.

Skills and competencies

• Familiarity with results base budgeting and results based management (from an administrative point of view)
• Basic experience is use of ERP software.

Languages

• Knowledge of another official UNESCO language (Arabic, Chinese, Russian, 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 43, 734 Euros €.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

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