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Programme Assistant

Paris (France)

  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris (France)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2021-06-30

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OVERVIEW

Parent Sector : Education Sector (ED)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Non Staff

Level : Level 3

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 30-June-2021

 

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

 

ORGANISATIONAL CONTEXT

As the only specialized organization with the mandate to support educational policy, planning and management, the UNESCO International Institute for Educational Planning (IIEP) plays a unique role within the United Nations system. IIEP was established in 1963 as an integral part of UNESCO. It supports ministries of education around the world and other key actors to plan and manage education systems through its programmes of training, technical assistance, policy research and knowledge sharing.

OVERVIEW OF THE FUNCTIONS OF THE POST

The post reports to the Research and Development (R&D) Team Leader and works under the ooverall authority of the Director of IIEP and within the framework of the Institute’s Medium-Term Strategy. The incumbent will have the following duties and responsibilities:

Long Description

(1) General administration

Support the Task managers in the management of appointments, missions, meetings, etc. and prepare minutes of meetings. Receive, register, draft and review correspondence, and verify outgoing correspondence for completeness, accuracy and compliance with IIEP format standards. Finalize TORs, process visas, enter trips in DUO/FABS, obtain security clearance and prepare travel records in a timely and efficient manner. Liaise with UNESCO HQ, Field Offices, National Commissions, Permanent Delegations, UNDP offices as needed.

 

(2) Contract administration

Prepare contracts for services and individual consultants in DUO, following up with CSU and the Director's Office. Follow up on honorarium and verify requests for payments against the goods and services provided by the contractor. Process payments for contractors’ invoices, monitor payments and provide information on payment status.

 

(3) Editing and preparing documentation

Search for and gather background information, analyze and summarize information, and prepare draft documents and charts. Assist in the preparation of reports, research studies, articles, training materials, etc. for publication according to IIEP standards, and follow up with the IS Unit. Provide editorial assistance (correcting texts, proof reading, checking references, formatting, short translations, etc.). Collect and prepare relevant information for the IIEP-UNESCO and the ETICO websites and update relevant web pages accordingly.

(4) Organization of meetings, seminars, and courses

Prepare budget estimates for online and face-to-face meetings, seminars, forums, conferences, courses, events, etc. Look for possible venues and organize and coordinate administrative arrangements (lists of participants, draft invitation letters, etc.). Process requests for translation, interpretation, printing, dispatch of documents and co-ordinate the delivery of translation and interpretation services. Provide administrative support to online courses, liaising with the training unit and CSU as needed. Update institutional databases (Aurion, CRM) before and after events, and provide technical support to online meetings.

 

(5) Budget and finance

Provide financial administration support by recording and tracking expenditures, compiling, verifying, updating and preparing statistical tables and standard financial reports when necessary. Enter budgetary data in the automated financial management system (SAP), check information for accuracy and compliance with approved funds and respond to enquiries. Monitor the budget in compliance with programme and budgetary requirements and BFM Regulations, and the status of expenditures and allotments.

 

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 education.

 

Work Experience

  • Five years of relevant work experience, preferably in an administrative support capacity.

 

Skills and Competencies

  • Organizational, writing, coordination and communications skills;
  • Knowledge of productivity software used for correspondence, reports, graphs, presentations, websites, etc. such as Outlook, Word, Excel, Power Point, Drupal, etc.;
  • Flexibility to adjust work schedules and priorities;
  • Solid knowledge of spelling, grammar and punctuation to draft and proofread correspondence and documentation and provide informal translations;
  • Ability to work as part of a team and to take initiative to provide quality and timely support and services;
  • Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
  • Excellent drafting and editing skills in English

 

Languages

  • Excellent knowledge of English and good knowledge of French.

 

DESIRABLE QUALIFICATIONS

 

Education

  • Completed tertiary qualification or certification.
  • Certificate in Secretarial function.

 

​​​​​​​​​​​​​​Skills and Competencies

  • Knowledge of UNESCO’s rules and procedures related to correspondence, meetings and travel.

 

Languages

  • Knowledge of other UNESCO official language (Arabic, Chinese, Russian, Spanish).

 

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a base salary and other benefits and entitlements which, where applicable,may include 30 days annual leave, family allowance, medical insurance, pension plan etc.For more information about UN salaries, benefits and entitlements, please consult this ICSC booklet

SELECTION AND RECRUITMENT PROCESS

Please note that candidates must complete an on-line application and provide full and accurate information. No modifications can be made to the application once submitted. Evaluation of candidates is based on the criteria set in the Vacancy Announcement (VA). It may include tests and/or assessments as well as a virtual competency-based interview (CBI).

 

Only candidates who pass the selection process will be contacted and are subject to reference checks based on the information provided in their application.

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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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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