JOB DETAILS:
United Nations Educational, Scientific and Cultural Organization Programme Assistant (Natural Sciences) France UNESCO Jobs 2024
United Nations Educational, Scientific and Cultural Organization looking for “Programme Assistant (Natural Sciences)”. Applicants with a High School Diploma may apply on or before 05-Aug-24.
The United Nations Educational, Scientific and Cultural Organization has published a job vacancy announcement on 04/07/2024 for qualified applicants to fill in the vacant post of Programme Assistant (Natural Sciences) to be based in Paris , France. For more jobs, please visit https://unjoblink.org
Company Name: United Nations Educational, Scientific and Cultural Organization
Job Title: Programme Assistant (Natural Sciences)
Duty Station: Paris , France
Country: France
Application Deadline: 05-Aug-24
Responsibilities:
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).