OVERVIEW

Post Number : SHS 365

Grade : G-5

Parent Sector : Social and Human Sciences Sector (SHS)

Duty Station: Paris

Job Family: Social and Human Sciences

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 25-OCT-2024

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

Under the overall authority of the Assistant Director-General for the Social and Human Sciences Sector (ADG/SHS), strategic guidance from the Director for Research, Ethics and Inclusion, and direct supervision of the Chief of Bioethics and Ethics of Science and Technology Section (SHS/REI/BIO), the Programme Assistant will coordinate and perform a full range of office, administrative and management support tasks for the smooth and efficient organization and delivery of the Section’s activities and functions. S/he will ensure information management, implementation and monitoring of events, provision of administrative support in contracting/property management, and procurement of office equipment.

In particular, the incumbent will:

• Track and report on programme activities; prepare project evaluations by reviewing budgetary data/information from current or past initiatives. Respond to enquiries; monitor projects and programmes budgets by complying with programme, budgetary requirements and financial regulations; identify and alert the supervisor of any errors, omissions, or discrepancies, and initiate corrective actions. Collate information and draft regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by management, staff and 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; analyse and summarise information; identify elements of interest; draft dockets and charts; assemble documents, prepare reports, presentations, speeches, etc. according to the Organization’ standards and formats. Organize events’ logistics including venue selection, preparation of participants’ list, invitation letters and any other related tasks. Process requests for translation, printing, dispatch of information documents for statutory meetings; coordinate the delivery of translation services; handle 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 and publication production and consultants/temporary assistance, and coordinate office support services for the same. Keep management and team members informed of processes, procedures and timeframes for securing administrative services essential to programme or project execution. Initiate a variety of contractual documents; identify consultants and suppliers from rosters, and prepare purchase requisitions in accordance with instructions; verify requests for payments against contractual obligations; process contractual transactions and provide updates on payment statuses and remaining obligations to the Responsible Officer. Prepare minutes and monitor follow-up activities.
• Provide guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of human resources-related initiatives (e.g. recruitment of temporary personnel, transfer, etc). This can also include processing visas, security cards and other documentation; preparing regular and ad hoc reports on human resources movement, leave usage etc, for the supervisor, or on other staff resources funded via the extra-budgetary envelope. Initiate travel authorisation and make travel arrangements 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 and update programme and project documentation, ensuring files and records, both electronic and hard copy, are up to date for tracking budgetary data, contracts, personnel details, and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and secure retention. Provide general office assistance including receiving, registering, reviewing and drafting correspondence, emails and various of reports and tables to document and transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards. Maintain mailing lists and other contact lists and handle routine administrative tasks.

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COMPETENCIES (Core / Managerial)

REQUIRED QUALIFICATIONS

Education

• Completed secondary education, 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

• Excellent interpersonal and communication skills, including drafting skills in English and/or French.
• Ability to draft correspondence and correct documents.
• Attention to detail and meticulous in correspondence.
• Good analytical and organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure.
• Ability to work effectively and maintain effective working relations within a multi-cultural environment.
• Flexibility to adjust work schedules and priorities.
• Discretion, initiative and service oriented to provide quality and timely support and services.
• Diplomacy and politeness in dealing with external and internal partners when requesting information.
• Ability to manage heavy workloads and to meet tight deadlines, paying close attention to details.
• Solid computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).
• Familiarity with procurement processes and budgetary management.

Languages

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

DESIRABLE QUALIFICATIONS

Education

• Specialized training/certification in secretariat/administration.

Work Experience

• Familiarity with UNESCO’s intergovernmental processes and procedures.
• Familiarity with UNESCO’s advisory bodies in bioethics and ethics of science and technology.
• Experience in providing programme and administrative support services.
• Relevant work experience in an international environment/organization/institution.
• Experience in administration in international organizations.

Skills and Competencies

• Excellent copy-editing and proofreading skills.
• Knowledge of UNESCO rules, administrative procedures, systems and standard practices.
• Ability to prepare documents, letters and reports in accordance with the appropriate format, style or content of documents ensuring compliance with UNESCO procedures.

Languages

• Knowledge of Spanish is an asset.
• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian).