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PROGRAMME ASSISTANT

Paris

  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • General Administrative Support
    • Project and Programme Management
  • Closing Date: Closed

The post is located in the ICT in Education, Science and Culture Section of the Communication and Information Sector and the incumbent will work under the overall delegated authority of the Programme Sector ADG/CI and the direct supervision of the Chief of Section and with Programme Specialists in the Section and in cross-cutting teams. As a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions. 

In particular, the incumbent will\:
  • Produce complete and in final form documents, publications and correspondence related to the work of the Section from draft texts.
  • Search, locate, synthesize, compile, review and update information and data used in the development of documents, work plans and budgets; ensure accuracy and compliance with the approved amounts; enter data in, and run reports from, automated systems in order to support preparation of regular and ad-hoc budgetary/ financial updates, reporting on programme/ project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager;
  • Provide support for resource mobilization initiatives.
  • Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up in collaboration with the AO/EO Office.;
  • Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; follow-up and alert team members of outstanding payments, timeframes and bottlenecks;
  • Perform general administrative tasks such as leave and attendance recording; update websites and support information and knowledge management, maintain files (both paper and electronic) and databases for the team and assist in providing software and office equipment support;
  • Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support.
  • Organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications.
  • Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.
  • Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommend changes/ corrections; and handle arrangement for translations of documents.
  • Maintain and develop information and knowledge management systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data.
  • Assist in the preparation of presentation materials using appropriate technology/software.
  • Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to the supervisor(s) and colleagues; make appointments, update calendars, reserve meeting rooms, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned.
  • Liaise with various internal services to obtain additional information/ clarifications.
  • Ensure the timely availability of office materials.
  • Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.

Education
  • Completed secondary, technical and/or vocational education.
Work Experience
  • A minimum of three (3) years of relevant work experience in programme administration and or/secretarial work.
Skills/Competencies
  • Good interpersonal and communication skills, including good drafting skills in English and/or French.
  • Ability to draft correspondence and correct documents.
  • Good organizational and coordination skills.
  • Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Diplomacy and politeness in dealing with various organizations and individuals requesting information.
  • Flexibility to adjust work schedules and priorities. Capacity to work effectively under pressure.
  • Good computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).
Languages
  • English and French are the working languages of the UNESCO Secretariat. For this post, excellent knowledge of French or English is required as well as a good knowledge of the other language. 
This vacancy is now closed.
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