OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant-Director General for Education, overall guidance of the Director of the Division for Peace and Sustainable Development (ED/PSD), and the direct supervision of the Chief of the Section of Education for Sustainable Development (ED/PSD/ESD), the Programme Assistant shall provide administrative and programme management support for the smooth and efficient organization and delivery of programme/project results of the ESD Section. In particular, the incumbent will provide a full range of office, administrative and management support as follows:

• Provide general office assistance to the Section and secretarial functions to the Chief of Section: prepare paper work; submit and prepare requests for approval of HR related matters (temporary assistance, processing visas, security cards); prepare meeting minutes; make travel arrangements; respond to administrative problems (computer, office supplies); receive, register, review and draft correspondence/e-mails/documents; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; transmit administrative or budgetary information to relevant team members; maintain mailing/contact lists; manage the online and offline filing system.
• Provide support to programme administration of the Section: prepare budgetary monitoring information; initiate contractual documents; prepare supporting documents for travel arrangements, contract approval and payment in compliance with programme and budgetary requirements and financial regulation; alert the supervisor of errors/omissions/discrepancies observed and undertake corrective action.
• Assist in the implementation of programmes/projects/activities of the Section: track, retrieve, research files, reports, other records and past practices; gather and collate background information; prepare and format presentations, reports, according to standards and formats.
• Provide administrative and organizational support for events/meetings/workshops/seminars including all aspects of logistics arrangements and follow up: prepare participation lists, process requests for translation and coordinate the delivery of translation services, print and dispatch information documents, complete forms and process requests for reservation of room, webcasting, recording, transcription of debates.
• Provide guidance, capacity development and support to new staff and general assistance to other office support staff.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work Experience

• At least 5 years of relevant work experience in secretarial and/or administrative tasks preferably in an international environment, of which at least 2 years working for a supervisor with managerial responsibility.
• Experience in programme support in an international environment.

Skills and competencies

• Excellent interpersonal and communication skills, including ability to draft correspondence and correct document.
• Excellent organizational and coordination skills.
• Discretion and capacity to deal with people of different cultural backgrounds 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 ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Power point, etc.).

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

DESIRABLE QUALIFICATIONS

Education

• General secretarial and/or administrative training.

Work experience

• Working experience in similar functions within the UN system.

Skills/competences

• Excellent proofreading skills.
• Excellent knowledge of the format and protocols of formal communications.
• Knowledge of UNESCO rules, administrative procedures and standard practices.

Languages

• Good knowledge of Spanish.
• Knowledge of other official UN languages (Arabic, Chinese and Russian).