Project Assistant
JOB DETAIL
OVERVIEW
Post Number : CI/PA-020
Grade : G-5
Parent Sector : Communication and Information Sector (CI)
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) : 11-JUL-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Long Description
Only candidates who are entitled to work in France may apply to this position.
Duration of contract: 1 year with the possibility of extension subject to availability of funds and satisfactory performance.
OVERVIEW OF THE FUNCTIONS OF THE POST
The Communication and Information Sector’s mission is to promote freedom of expression, media development and media literate societies, and to build knowledge societies through fostering universal access to information, innovation for sustainable development and the preservation of documentary heritage. (The role of this vacant position does not include responsibility for UNESCO’s wider external communications, which is managed by the Division for Communications and Public Engagement.)
The post is located in the Freedom of Expression and Safety of Journalists Section of the Communication and Information Sector (CI/FMD/FEJ). The incumbent will work under the overall delegated authority of the Programme Sector, ADG/CI and of the Chief of Section, and the direct supervision of relevant programme specialists and project coordinators/managers in the Section.
As a team member, the Project Assistant coordinates and performs a full range administrative and project management support tasks for the smooth and efficient organization and delivery of activities pertaining to extrabudgetary projects funded by voluntary contributions. The focus of this position is on project administration, information management and monitoring (programme and budget/financial administration of extrabudgetary projects), event orchestration and provision of administrative support in contracting.
In particular, the incumbent will:
Long Description
– Provide assistance to coordinators/managers of extra-budgetary projects in the field safety of journalists and the Multi-Donor Programme for Freedom of Expression and the Safety of Journalists (MDP) in the implementation of project activities, by liaising regularly with the Sector’s administrative officers, central services and where applicable, field offices involved in the projects. This includes providing comprehensive process support to the project administration by:
- Assisting in the preparation of budgetary operations such as requests for allotments and allocations, reviewing budgetary data, monitoring the projects’ timelines and budgets in compliance with programme and budgetary requirements and financial regulations, and screening of funding applications.
- Supporting the preparation of contracts, cost estimates, finalization of detailed budgets and initiating contracts for projects’ partners and contractors, using UNESCO templates, formats and systems (FABS/DUO/SISTER).
– Provide support in programme administration with regards 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; and identify elements of interest. Look for possible venues; prepare list of participants; draft invitation letters, etc.
– Assess administrative support needs for meetings/events/workshops/seminars, travel, document processing/publication production in collaboration with team members, and coordinate office support services for the same. Initiate a variety of contractual documents; identify consultants/suppliers, 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.
– Maintain/update 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; and maintain mailing lists and other contact lists.
– Provide any other assistance to the project managers as required for the purpose of the projects.
Long Description
COMPETENCIES (Core / Managerial)
–
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical or vocational education.
Work Experience
- At least five (5) years of relevant work experience in administrative services, project administrative management or related field.
Skills and Competencies
- Excellent interpersonal and communication skills, including the ability to draft correspondence.
- Excellent organizational and coordination skills.
- Discretion, good sense of judgement and capacity to work in a multicultural environment 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 IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.).
Languages
- Excellent knowledge of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Education
- Degree, training or certification in public/business administration, accounting, finance or other related fields.
Work Experience
- Work experience in similar functions within the United Nations System and/or in an international organization.
- Relevant work experience in organizing events or conferences.
Skills and Competencies
- Excellent proofreading skills.
- Knowledge of UNESCO rules, administrative procedures and standard practices.
- Knowledge of contractual procedures.
- Good knowledge of the format and protocols of formal communications.
Languages
- Knowledge of other official languages of UNESCO (Arabic, Chinese, Russian, and/or 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 41 971 Euro €.
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.
Footer
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.
