Programme Assistant (Natural Sciences)
JOB DETAIL
OVERVIEW
Post Number : SC 171
Grade : G-5
Parent Sector : Natural Sciences Sector (SC)
Duty Station: Paris
Job Family: Natural Sciences
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 28-APR-2025
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
OVERVIEW OF THE FUNCTIONS OF THE POST
The post is typically located in Section of Hydrological Systems, Climate Change and Adapation (HA) and works under the overall delegated auhority of the Director of the Division of Water Sciences Division and the direct supervision of the Chief of Section Hydrological Systems, Climate Change and Adaptation. As a team member, the Programme Assistant coordinates and performs a full range of office support, administrative and management support tasks, including coordination with other offices for the smooth and efficient organization and delivery of programme activities/ projects. The focus is on information management and monitoring (programme and budget/financial administration of the Section), event orchestration and provision of administrative support in contracting/ financial management.
In particular the incumbent will perform the following duties:
- Track and report on programme activities; prepare project evaluations reviewing budgetary data/ information from current or past initiatives. Respond to enquiries; monitor the budget of the projects and programmes within the Section in compliance with programme and budgetary requirements and financial regulations; provide support for establishing contracts and monitor execution of contracts; alert the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action. Coordinte with field offices, collate information and draft regular and ad hoc budgetary/ financial updates, narrative reports, in-kind contributions and co-fiancing statements, statistical and/ or projections for use and scrutiny by management/ staff as well as donors.
- Provide support in programme administration with regard to the preparation of outreach activities, partnership initiatives and special events. Track, retrieve, research files, reports, other records and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, speeches, etc. according to standards and formats. Look for possible venues; prepare list of participants; draft invitation letters, etc. Process requests for translation, printing, dispatch of information documents for statutory meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
- In collaboration with team members, assess administrative and financial needs for meetings/ events/ workshops/ seminars, travel, document processing/ publication production and for the recruitment of staff and affiliate personnel and provide coordinate office support services for the same. Inform management and team members of process, procedures and timeframes to secure administrative services needed for programme/ project execution. Initiate a variety of contractual documents using examples or templates; identify consultants, suppliers (from a roster), and prepare purchase requisitions in accordance with instructions; 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. Prepare minutes of regular section and programme related meetings and monitor follow-up activities.
- Provide guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-related initiatives (e.g. recruitment of staff and affilliate personnel, transfer, etc.). This can also include processing visas, security cards and other documentation; preparing regular and ad hoc reports on HR movement, leave usage etc, for the supervisor, or on other staff resources including for the funded via the extra-budgetary envelope. Initiate travel plan, authorization and make travel arrangements, and assist in mission settlement processes for team staff; provide assistance to partners and stakeholders as required. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc.
- Maintain/ update programme and project documentation and records, research, and track background information and documentation; maintain electronic and hard-copy files/ records/ data sources up-to-date on budgetary data, contract, personnel and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and the safe retention of the same. Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports 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. Handle routine administrative tasks, such as maintaining, assessing telephone billing, etc.
COMPETENCIES (Core / Managerial)
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical or vocational education.
Work Experience
- Minimum five (5) years of relevant work experience in secretarial, and administrative support tasks or related tasks, preferably in an international environment.
Skills and competencies
- Good understanding of project cycle management from an administrative point of view;
- Good analytical and organizational skills;
- Good interpersonal and communication skills, including good drafting skills in English and/or French;
- Ability to draft correspondence and correct documents;
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
- Ability to work effectively and maintain effective working relations within a multi-cultural environment;
- Diplomacy and politeness in dealing with external and internal partners requesting information;
- Solid computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).
Languages
- Excellent knowledge of French or English and good knowledge of the other working language.
DESIRABLE QUALIFICATIONS
Education
- General administrative training and a background in the field of natural sciences or a related field.
Work Experience
- Relevant work experience in an international organization.
- Experience in providing programme and administrative support services.
- Familiarity with UNESCO rules, administrative procedures, systems and standard practices.
Skills and competencies
- Familiarity with results base budgeting and results based management (from an administrative point of view)
- Basic experience is use of ERP software.
Languages
- Knowledge of another official UNESCO language (Arabic, Chinese, Russian, 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.
The approximate annual starting salary for this post is 43, 734 Euros €.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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.
ADDITIONAL INFORMATION
Only candidates who are entitled to work in the E.U. may apply to these positions. Please note that for this position UNESCO will not reimburse expenses such as travel in connection with interviews, tests and relocation.
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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as 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. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities 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.
