Project Assistant (IOC)

OVERVIEW

Post Number : IOC/PA 023

Grade : G-4

Parent Sector : Intergovernmental Oceanographic Commission (IOC)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 21-SEP-2021

 

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

Initial duration of contract is one year with possibility of renewal subject to satisfactory performance and availability of funds.

Only candidates eligible to work in France may apply.

 

OVERVIEW OF THE FUNCTIONS OF THE POST

The Intergovernmental Oceanographic Commission of the United Nations Educational, Scientific and Cultural Organization (UNESCO/IOC), is leading the implementation of the project Strengthening the Resilience of Coastal Communities in the North East Atlantic, Mediterranean Region (NEAM) to the Impact of Tsunamis and Other Sea Level-Related Coastal Hazards (the project). The main objective of the project will be to strengthen the resilience of vulnerable coastal communities in NEAM Tsunami Early Warning and Mitigation System (TWS) countries to tsunamis and other sea level-related hazards. The overall impact that the project will seek to achieve will be to reduce risk, increase safety and enhance the resilience of vulnerable coastal communities to coastal hazards in Cyprus, Egypt, Greece, Malta, Morocco, Spain, and Turkey. 
Under the overall authority of the Assistant Director-General for the Intergovernmental Oceanographic Commission (ADG/IOC) and supervision of the Head of the Tsunami Unit (IOC/TSU), the incumbent will work under the direct supervision and guidance of the IOC Tsunami Programme Specialist in charge of the Intergovernmental Coordination Group for the Tsunami Early Warning and Mitigation System in the North-easter Atlantic, the Mediterranean and connected seas (ICG/NEAMTWS), and in close cooperation with the Project Coordinator.  

The Project Assistant will provide administrative support in the organization and delivery of project activities. More specifically, the incumbant will be expected to:

1. Support the Project Coordinator in the daily implementation of the project work plan and budget based on the agreements between IOC-UNESCO and the European Commission (DG-ECHO). 
2. Assist the IOC Tsunami Programme Specialist in charge of the ICG/NEAMTWS, with the production of project outreach, translations and marketing materials in the languages of the project.
3. Assist the IOC Tsunami Programme Specialist and the project coordinator in activities related to the implementation of the project Communication and visibility plan.
4. Handle all administrative matters under the project, including:

Long Description

• Organizating and coordinating of the procurement of services and goods under the project.
• Providing assistance with all financial and administrative activities related to the project. 
• Supporting the Project Coordinator in monitoring and reporting the progress of the project activities.
• Assisting with the monitoring of available financial resources with due regard to ensuring full compliance with UNESCO rules, regulations, policies and strategies, as well as with project specific requirements.
• Assisting the Project Coordinator in preparing budget reporting.
• Supporting the preparation of budget revisions with the IOC Tsunami Programme Specialist in charge of the ICG/NEAMTWS, Head of Tsunami Unit (IOC/TSU), and AO/IOC for submission to DG-ECHO.
• Providing logistic assistance for travel (tickets, Daily Subsistence Allowances, visas, shipment of project material, duty charges) for missions and meetings.
• Providing assistance with the management of all project shipping matters, including liaising with appropriate channels, national governments and agencies on custom and duty charges.
• Providing support to project tender selection of suppliers of services/goods is in accordance with UNESCO requirements and procedures. 
• Providing support to the project by organizing and supporting video conferencing tools. 
• Responding to telephone inquiries, fax, post, e-mail transmissions and coordinating appointments.
• Providing assistance for monitoring co-finance contributions from partner institutions and ensuring appropriate record-keeping. 

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

Education

• Completed secondary, technical or vocational school. 

Work Experience

• At least three (3) years of relevant work experience in administrative and financial project support, preferably in an international environment. 

Skills and competencies 

• Excellent coordination and negotiation skills.
• Excellent writing and oral communication skills. 
• Demonstrated ability to compile and synthesize information in coherent and succinct formats.
• Demonstrated proficiency in IT skills (Microsoft Pack Office) and financial management systems (ERP). 
• High attention to detail and ability to work under tight deadlines.
• Ability to work efficiently in a multi-cultural environment with respect and sensitivity to diversity. 

Languages

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

DESIRABLE QUALIFICATIONS

Education

• Certificate or training in administration, finance or project management support. 

Work Experience

• Relevant work experience in event management (travel, accomodation, conferences, catering services).
• Relevant work experience working with science, emergency management or environmental related programmes.

Skills and competencies 

• Proficiency in business administration, finance and/or project management.
• Proficiency in use of online learning and workplace training platform (Moodle or similar).
• Knowledge of videoconferencing tools.
• Acquaintance with the rules, regulations, administrative procedures and standard practices of an International Organization. 

Languages

• Good knowledge of another official UNESCO language (Arabic, Chinese, Russian and Spanish). 

 

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.

SELECTION AND RECRUITMENT PROCESS

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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