OVERVIEW

Post Number : SHS/PA 038

Grade : G-5

Parent Sector : Social and Human Sciences Sector (SHS)

Duty Station: Paris

Job Family: Social and Human Sciences

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 31-AUG-2023

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.

​​​​​​Duration of contract: 1 year and extension of contract is subject to availability of funds and satisfactory performance.

OVERVIEW OF THE FUNCTIONS OF THE POST

In November 2021, 193 Member States of UNESCO adopted the Recommendation on the Ethics of Artificial Intelligence. This global standard aims to leverage the positive impact of Artificial Intelligence (AI) while addressing its inherent risks. Countries around the world are now in the process of implementing the Recommendation, with UNESCO supporting them through various capacity-building efforts. UNESCO is partnering with the European Commission to scale up the impact and extend the reach of these efforts. The project funded by the European Commission’s Directorate General for International Partnerships (DG-INTPA) is designed to assist countries around the world to translate the Recommendation into national institutional and regulatory frameworks and to build a national consensus on the shared vision for AI.

Under the overall authority of the Assistant Director-General for Social and Human Sciences Sector (ADG/SHS), and direct supervision of the Chief of Bioethics and Ethics of Science and Technology Section, as a team member, the Programme Assistant coordinates and performs a full range of office support, administrative and management support tasks for the smooth and efficient organization and delivery of the project funded by EC (DG-INTPA) on Supporting Member States in implementing UNESCO’s Recommendation on the Ethics of AI through Innovative Tools.

In particular, the incumbent will:

Long Description

• Track and report on project activities; prepare project evaluations, particularly budgetary data/information, in coordination with field offices and stakeholders involved in the project. Respond to enquiries; monitor the budget of the project in compliance with programme and budgetary requirements and financial regulations; alert the supervisor of errors/omissions/discrepancies observed and undertake corrective action. Collate information and draft regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by management/staff as well as the donor.
• Provide support in project 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 support needs for meetings/events/workshops/ seminars, travel, document processing/publication production and consultants/temporary assistance, and coordinate office support services for the same. Inform management and team members of process, procedures and timeframes to secure administrative services needed for 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 and monitor follow-up activities.

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• Provide guidance and support for project reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-related initiatives (e.g. recruitment of temporary assistnace and consultants). This can also include processing visas, security cards and other documentation; preparing regular and ad hoc reports on leave usage etc, for the supervisor, on human resources funded via the extra-budgetary envelope. Initiate travel authorization and make travel arrangements, for team members; provide assistance to partners and stakeholders as required. Provide guidance to team members 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.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education
• Completed secondary education, technical or vocational education.

Work Experience

• At least five (5) years of relevant work experience in an administrative support capacity preferably in a multicultural setting.

Skills and competencies

• Excellent interpersonal and communication skills, including drafting skills in English and/or French.
• Attention to detail and meticulous in correspondence.
• Good organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure.
• Discretion, initiative and service oriented to provide quality and timely support and services.
• Good knowledge of standard office software (word processing, spreadsheets, etc.) and technicalities of organizing virtual meetings and events
• Familiarity with procurement processes and budgetary management.

Languages

• Excellent knowledge (spoken and written) of English or French and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Education
• Specialized training/certification in secretariat/administration.

Work Experience
• Experience in the United Nations System or other multilateral organizations and/or in the field of international relations and diplomacy, multilateral settings/co-operations and development.
• Experience in supporting the administrative aspects of projects with a large numbers of stakeholders involved
• Familiarity with administrative and budgetary requirements of EU-funded project

Languages
• Knowledge of another official language 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 54 364 Euro €.

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

SELECTION AND RECRUITMENT PROCESS

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