OVERVIEW

Post Number : 1ITADM0703RP

Grade : G-4

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Venice

Job Family: Administration

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 29-SEP-2023

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

Applicants must be authorized to live and work in the E.U.

OVERVIEW OF THE FUNCTIONS OF THE POST

The position is located in the UNESCO Regional Bureau for Science and Culture in Europe, in Venice, Italy.

Under the general supervision of the Director of the UNESCO Regional Bureau for Science and Culture, and the direct supervision of the Head of the Science unit, the Programme Assistant provides support in the organization and delivery of programme activities and projects carrying out a range of office support and administrative functions, and assists in managing the Science Unit’s day-to-day work.

In particular, the incumbent will:

Long Description

• Provide secretarial and administrative support to the Science Unit. Produce complete and in final form documents and correspondence related to the work of the Section/ Unit from draft texts. Search, locate, 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 a full range of support and assistance in the preparation and the management of the Science Unit’s contracts and other administrative documents. 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; maintain files (both paper and electronic) and databases for work unit and assist in providing software and office equipment support. Provide specialized administrative support in UNESCO applications (DUO, SISTER, IRIS, etc.) including regular monitoring of the Science unit budget.
• 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.

Long Description

• Ensure the timely preparation (in Italian, English and French), and dispatch of letters and other communications, reports, working documents, etc., draft general correspondence in accordance with the standard formats and procedures established within UNESCO and whenever necessary informally translate the correspondence from either French/English to Italian or Ita!ian to either French/English; 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; Maintain information 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 supervisor(s) and colleagues; make appointments, 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. Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least 3 years of relevant work experience in administrative and/or secretarial tasks.

Skills & Competencies

• Excellent interpersonal and communication skills, including ability to draft correspondence and correct documents.
• Excellent organizational and coordination skills; ability to establish priorities and monitor own work plans; flexibility to adjust work schedules and priorities.
• Excellent analytical and problem-solving skills.
• Ability to work under pressure, to deal with complex situations and to provide quality and timely support and services.
• Discretion and capacity to deal with people of different cultural backgrounds efficiently and tactfully.
• Ability to work as part of a team, to take initiatives and to provide quality and timely support and services.
• Flexibility to adjust work schedules and priorities; capacity to work effectively under pressure.
• Excellent ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint…)
• Professional integrity and good sense of judgement.

Languages

• Excellent knowledge of English or French and good knowledge of the other.

DESIRABLE QUALIFICATIONS

Education

• General secretarial and/or administrative training.

Work Experience

• Working experience in similar functions in an international environment such as the United Nations common system.

Skills/competences

• Excellent proofreading skills.
• Knowledge of contractual procedures.
• Excellent knowledge of the format and protocols of formal communications.
• Knowledge of UNESCO rules, administrative procedures and standard practices.

Languages

• Excellent knowledge of Italian.

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 full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

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