JOB DESCRIPTION

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant Director General for Social and Human Sciences Sector (ADG/SHS) and the direct supervision of the Chief of Bioethics and Ethics of Science and Technology Section (SHS/BIO), 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 Section’s activities and functions. In particular, the incumbent will:

Track and report on programme activities; prepare project evaluations reviewing budgetary data/information from current or past initiatives. Respond to enquiries; monitor the budget of the projects and programmes within the Section 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 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; 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 programme/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.

Provide guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-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 HR movement, leave usage etc, for the supervisor, or on other staff resources funded via the extra-budgetary envelope.
Initiate travel authorization and make travel arrangements, for team staff; provide assistance to partners and stakeholders as required.
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.

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

Completed secondary education, technical or vocational education.

Work Experience

At least five (5) years of work experience relevant to the position and the activities described above.

Skills and competencies

Excellent interpersonal and communication skills.
Attention to detail and meticulous in correspondence.
Good organizational skills, with emphasis on quality, efficiency and aptitude to manage competing priorities.
Discretion, good sense of initiative and service oriented to provide quality and timely support and services.
Good knowledge of standard office software (word processing, spreadsheets, etc.).
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/cooperations and development.
Familiarity with UNESCO’s intergovernmental processes and procedures.
Familiarity with UNESCO’s advisory bodies in bioethics and ethics of science and technology.

Languages

Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/or Spanish).

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements