Project Assistant

OVERVIEW

Post Number : KMI-191

Grade : G-5

Parent Sector : Division  of  Knowledge  Management  and  Information  Systems (KMI)

Duty Station: Paris

Job Family: Computer Sciences / Information Technologies

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 08-DEC-2019

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Long Description

Only candidates who are entitled to work in France may apply to this position.

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the direct authority of the Chief Information Officer, the Project Assistant coordinates and performs a full range of office support, administrative and management support tasks for the smooth and efficient organization and delivery of projects. The focus is in information management and monitoring (projects and budget/financial administration of KMI), event coordination and administrative support in contracting/asset management.

The incumbent will, in particular:

• Track and report on project activities; prepare project evaluations reviewing budgetary data/information from current or past initiatives. Respond to enquiries; monitor the budget of the projects within KMI in compliance with programme and budgetary requirements and financial regulations; alert the supervisor of errors/omissions/discrepancies observed and undertake corrective action. Collate information and draft regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by management/staff as well as donors.
• Provide support in administration with regard to the preparation and execution of outreach activities, trainings, meetings and special events. Retrieve files, reports, other records and past practices; gather and collate background information; analyse and summarise information; prepare reports, presentations, speeches, etc. according to standards and formats. Look for possible venues; prepare list of partcipants; draft invitation letters, etc. Process requests for translation printing, dispatch of information documents for meetings; coordinate the delivery of translation services; process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress and provide administrative support during the meeting or event. Prepare minutes and monitor follow-up activities.
• Initiate a variety of contracts in the system; identify consultants, suppliers (from a roster) and prepare purchase requisitions; prepare Contracts Committee files; 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.
• Process visas and other documentation. Initiate travel authorization and make travel arrangements for KMI personnel; provide assistance to partners and stakeholders as required. Keep an overview of office space, management of KMI meeting rooms and work space for consultants. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc..
• Maintain/ update project documentation and records, research and track background information and documentation; maintain and ensure safe retention of electronic and hard-copy files/ records/ data sources up-to-date on budgetary data, contract, personnel and other administrative matters; Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports, presentations 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. Support Knowledge Management of KMI; actively contribute to information sharing and communications including updating the Division’s Intranet.

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

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least five (5) years of relevant professional experience in the assistance of information management and monitoring projects and/or office management and support functions.
• Experience in similar functions at international and/or national level, in the public and/or private sector.

Skills/Competencies

• Ability to set priorities and to organize work independently based on established guidelines and general direction from the supervisor. Ability to work under pressure, to deal with complex situations and flexibility to adjust work schedules and priorities.
• Good time management skills.
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Excellent IT skills (Word, Excel, Outlook, PowerPoint, etc.).
• Commitment and reliability.
• Attention to detail / meticulousness.
• Open personality and capability of creating good inter-personal relations.

Languages

• Excellent knowledge of either English or French (oral and written).

DESIRABLE QUALIFICATIONS

Education

• Specialized training/certification in secretariat/administration or project management.

Work Experience

• Experience in similar functions within the UN system or an international organization/institution.
• Experience with procurement and contract management.
• Experience with project management support functions.
• Experience with records management and archiving of documentation.

Skills/Competencies

• Specific knowledge of IT-tools in the fields of project management, procurement or contracting.
• Able to search documentary databases.
• Records management skills.

Languages

• A good knowledge of the second language (English or French) would be an asset.

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 and UNESCO's career website.

ASSESSMENT

Evaluation of qualified applicants may include an assessment exercise and a competency-based interview.

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UNESCO is committed to promoting geographical distribution (last update) and gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply, as well as nationals from non- and under-represented Member States. Persons with disabilities are also encouraged to apply. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.