PROGRAMME ASSISTANT

The Executive Office provides strategic advice, quality control and management support to the Assistant Director-General for Culture (ADG/CLT) and ensures the overall coordination of the development, implementation and monitoring of the approved programme and budget of the Culture Sector (CLT), as well as the Sector's communication with other Sectors/Bureaux/Offices at UNESCO, with other agencies of the UN System and with external partners.

Under the overall delegated authority of the Chief of the Executive Office (EO) and the direct supervision of the Programme Specialist in Knowledge Management, the incumbent will support the Sector’s Knowledge Management functions with the overall aim of assisting in the improvement of the organizational performance and coordination.  More particularly, the incumbent will\:

• Assist the supervisor in managing the Culture Sector's Knowledge Management System and in ensuring the delivery of quality knowledge products by launching and coordinating calls for briefings, talking points, speeches, press releases, etc. across the Sector.
• Receive and consolidate inputs and contributions, ensure timely circulation of information for visa and any follow up, establish and monitor deadlines, review correspondence/documents in French and/or English and make or recommend changes to format, style, spelling or grammar; carry out informal translations of documents.
• Finalize drafts prepared by the supervisor or other professional staff of the Executive Office, compile, summarize background materials and prepare technical responses, facilitate interaction and information exchange, respond to queries and correspondence, review the efficiency of communications flows and procedures and make recommendations for improvement.
• Support archiving and knowledge management function and practices of the Culture Sector.
• Assist in organizing training and transfer of knowledge activities; organize and take notes of meetings of the Culture Sector’s knowledge-sharing events, staff meetings and provide support to other events; ensure follow up on files.
• Assist with the agenda and appointments of the supervisor and of the Chief EO; make travel and mission arrangements for the EO team members; respond to queries and correspondence in close collaboration with the Executive Assistant to the ADG/CLT.
• Prepare contracts and provide assistance in managing budgets related to EO projects.
• Provide guidance to Sector staff on policies, procedures and practices.

EDUCATION

• Completed secondary education and/or vocational education.

WORK EXPERIENCE

• At least 5 years of professional experience in secretarial and/or administrative tasks at national or international level.
• Experience in programme support.

SKILLS/COMPETENCIES

• Strong interpersonal and communication skills, including ability to draft correspondence and correct documents.
• Strong organizational, coordination and filing skills.
• Excellent time-management skills and flexibility to adjust to work schedules and priorities.
• Good knowledge of logistics requirements for the organization of events.
• Ability to manage a heavy workload and meet tight deadlines, paying close attention to detail and quality of work.
• Ability to work effectively in a team, to take initiatives and provide quality and timely support and services.
• Very good IT skills, including knowledge of standard office software (MS Word, Excel, Outlook, PowerPoint etc.).

LANGUAGES

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

SKILLS/COMPETENCIES

• Knowledge of UNESCO rules, administrative procedures and standard practices.
• Familiarity with the work and general functioning of international organizations and/or UN System.

LANGUAGES

• Knowledge of Spanish and/or another official language of UNESCO (Arabic, Chinese, Russian).