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Programme Assistant

OVERVIEW

Post Number : ED-612

Grade : G-5

Parent Sector : Education Sector (ED)

Duty Station: Paris

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) : 21-SEPT-2020

 

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 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 of Education for Sustainable Development (ED/PSD/ESD), the incumbent shall provide administrative and secretarial assistance to the activities of the Chief's office, which includes the following tasks:

 

  • Provide general office assistance to the Section and secretarial functions to the Chief of Section: 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 Section: 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 Section: 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 assistanxe to other office support staff.

 

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS

 

Education

  • Completed secondary, technical and/or vocational education.

 

Work Experience

  • At least 5 years of relevant work experience in administrative and/or secretarial tasks in an international environment, of which at least 2 years working for a supervisor with managerial responsibility.
  • Experience in programme support in an international environment.

 

 Skills and Competencies

  • Excellent interpersonal and communication skills, including ability to draft correspondence and correct documents.
  • Excellent organizational and coordination skills.
  • Discretion and capacity to deal with people of different cultural backgrounds efficiently and tactfully.
  • 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, PowerPoint, etc.).
Long Description

Languages

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

 

Education

  • General secretarial and/or administrative training.

 

Work experience

  • Working experience in similar functions within the UN system.

 

Skills/competences

  • Excellent proofreading skills.
  • Excellent knowledge of the format and protocols of formal communications.
  • Knowledge of UNESCO rules, administrative procedures and standard practices.

 

Languages

  • Good knowledge of 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.

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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.