Project Assistant

OVERVIEW

Parent Sector : Education Sector (ED)

Duty Station: Beirut

Job Family: General Administrative Support

Type of contract : Non Staff

Level : Level 3

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 21-AUG-2020

 

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

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Director - UNESCO Beirut Office, and direct supervision of the Programme Specialist ED (Basic Education), the Administrative Assistant shall co-ordinate and perform a full range of office and administrative support tasks ensuring efficient organization and delivery of project implementation activities. More specifically, the incumbent shall undertake the following tasks and responsibilities:

 

Long Description

• Assist in the overall smooth functioning of the unit by the full range of office management and administrative support functions including collecting, receiving, screening and filing of all correspondence, typing, proofreading, etc.
• Undertake basic translation tasks in English, Arabic, and French languages; provide translation support services during Webinars and Virtual training sessions.
• Support reviews, revisions and edits of Arabic translated documents.  Review and proof read documents prior to publication.
• Support the project team in enhancing project(s) visibility and public information management by supporting development of relevant media briefs and multimedia materials.
• Maintain files (both hard and electronic) for all Unit projects, manage, update and assist in enhancing unit database.
• Prepare and verify routine correspondence for completeness, accuracy and compliance to UNESCO format/standards. Maintain mailing and contact lists. Respond to inquiries and follow up on routine outstanding matters.
• Make appointments, receive visitors, respond to inquiries and queries as appropriate.  Liaise with internal units to obtain additional information/clarifications and/or defer to specialist concerned.

Long Description

• Prepare and maintain supporting documentation to support solicitations, evaluations and audits.
• Inform team members on processes, procedures and timeframes to secure administrative clearances necessary to support prompt project execution.
• Prepare purchase requisitions in accordance with UNESCO Admin policy and supervisor’s instructions.
• Follow up and alert team members of outstanding payments, timeframes and bottlenecks.
• In collaboration with team members, assess and co-ordinate administrative support needs for meetings/events/workshops/seminars/travel, document processing and publications productions. Book venues, equipment and provide logistical support (including advice on visa requirements). Initiate travel authorizations and make travel arrangements for team members/participants. Follow up on their production and dissemination to event participants.
• Undertake other duties as may be assigned from time to time.

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:

• High school or equivalent qualification. 

Work Experience:

• 2 years’ minimum relevant experience in project or office administrative support.
• 2 years’ minimum experience in language translation support services.
• Experience using language technologies and Computer Assisted Translation tools.
• Experience working with local government and/or education partners on national education initiatives for emergency projects in Lebanon with a sector-wide approach.

Skills:

• Good translation skills: English to Arabic; Arabic to English mainly, plus French translations services.
• Good knowledge of language technologies and Computer-Assisted Translation (CAT) or similar tools.
• Excellent verbal and written communication Skills
• Excellent knowledge of IT and basic computer packages (i.e. word, Excel, PowerPoint)
• Excellent organizational skills, ability to prioritize and great attention to detail
• Excellent coordination, networking, partnership building, teamwork and inter-personal skills

Languages:

• Excellent knowledge of English & Arabic. Good knowledge of French is an added advantage.

DESIRABLE QUALIFICATIONS

Education:

• University degree in languages, translation, Social Sciences, Education or a closely related field preferred.
• Professional Certification OR training in languages and translation is an added advantage.
• Professional Certification OR training in Project implementation support is an added advantage.

Work Experience:

• Min 2 years’ relevant experience in translation, program and office administrative support is desirable.
• Familiarity with UN and/or UNESCO programme implementation and administrative rules/regulations is an added advantage.
• Familiarity with UNESCO terminology is an added advantage.

BENEFITS AND ENTITLEMENTS

Medical Insurance & Pension benefits: 30 days annual leave.

SELECTION AND RECRUITMENT PROCESS

 

APPLICANTS MUST BE LEBANESE NATIONALS OR LEGAL RESIDENTS WITH THE RIGHT TO WORK IN LEBANON.

 

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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