Budgetary Support:

• Review and analyse budgetary data from current and past initiatives.
• Respond to budgetary inquiries and draft regular and ad hoc budgetary /financial updates, reports, statistics, and projections for management, staff, and donors for regular programme and extra-budgetary funds.

Programme Administration:

• Assist in organizing statutory meetings, outreach activities, partnership initiatives, and special events.
• Retrieve, research, and verify information for relevance and accuracy.
• Assemble documents, prepare agendas, reports, presentations, and speeches according to standards and formats.
• Handle logistical arrangements such as venue selection, participant lists, invitation letters, and processing requests for translation, printing, and document dispatch for statutory meetings.
• Coordinate services for webcasting, recording, and transcription of debates.

Administrative Coordination:

• Assess and coordinate administrative support for external expert missions, meetings, events, workshops, seminars, travel, document processing, and consultant engagements.
• Inform management and team members about processes, procedures, and timeframes for securing administrative services needed for programme/ project execution.
• Initiate contractual documents for consultants/temporary assistance, prepare purchase requisitions, verify payment requests, and provide information on payment status and obligations.

Project and Programme Reporting:

• Guide and support project and programme reporting requirements.
• Prepare human resources’ related requests (e.g., recruitment of temporary personnel, transfers).
• Process visas and other documentation as needed.
• Initiate travel authorisations and make travel arrangements for team staff.
• Provide assistance to partners and stakeholders as required.

Documentation and Records Management:

• Maintain and 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, contracts, personnel, and other administrative matters.
• Update staff and equipment listings.
• Ensure the proper creation and closure of files and their safe retention.
• Provide general office assistance, including receiving, registering, reviewing, and drafting correspondence and emails.
• Type a variety 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.

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 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.
• Good organizational and coordination skills.
• 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.
• Flexibility to adjust work schedules and priorities and capacity to work effectively under pressure.
• Ability to manage heavy workloads and to meet tight deadlines, paying close attention to detail.
• 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

• Familiarity with UN system or administrative operation of UN agencies.
• Experience in providing programme and administrative support services.
• Relevant work experience in an international environment/organization/institution.
• Experience in drafting communication materials.
• 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 another official UNESCO language (Arabic, Chinese, Russian, Spanish).