Non-Staff Service Contract

OVERVIEW

Parent Sector : Social and Human Sciences Sector (SHS)

Duty Station: Paris

Job Family: Administration

Type of contract : Non Staff

Level : Level 3

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 06/08/2024

 

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the direct supervision of the Chief of the Section of the Elimination of Doping in Sport and Executive Secretary of the International Convention against Doping in Sport, the service contract holder will perform the following duties:

Long Description

General Secretarial Support

• Provide general office assistance to the Section and secretarial functions to the Chief of Section and Executive Secretary of the Convention and Fund: receive, analyze, sort, register and distribute correspondence and documents; update and maintain distribution lists and process requests for data and reports; draft correspondence and emails; review, proofread and edit correspondence;
• Organize travel arrangements related to meetings, events and workshops (for both UNESCO staff members and other participants covered by UNESCO, if appropriate); make travel arrangements; track and prepare itineraries and agendas; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications;

Long Description

General Administrative Support

• Respond to enquiries and follow up routine outstanding matters, including the visa workflow information, monitoring the section's e-mail account, and queries as appropriate; provide information to the Chief of Section and colleagues; make appointments, receive visitors and take telephone calls, answer enquiries;
• Prepare administrative documents, including memos; initiate administrative procedures and ensure follow-up, including for the establishment, monitoring and closure of contracts in collaboration with the Administrative Unit of the Sector (for contracts and payments) and the Bureau of Financial Management (for vendors);
• Provide administrative support for events under the International Convention against Doping in Sport and assist in the organization of official online, hybrid or in-person meetings, events and workshops by booking venues, equipment (i.e. sound recording, interpretation…) and provide other related logistical support;

Long Description

Knowledge Management

• Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data;
• Search, locate, compile, review and update information and data used in the development of briefings, documents, work plans, contracts and budgets;
• Assist in the preparation of presentation and communication materials using appropriate technology/software;
• Inform team members of specific administrative processes and related procedures to support work planning and the timely and coordinated execution of work; follow-up and alert team members of outstanding payments, timeframes and bottlenecks;
• Provide guidance to short-term/temporary staff on general office processes and procedures, automated systems, computer applications and perform general administrative tasks such as leave and attendance management;

 

Editorial Support

• Assist in the finalization of documents, publications and correspondence related to the work of the Section based on draft texts, in close coordination with the Chief of Section and colleagues;

 

Other Tasks

• Other tasks to be performed by the incumbent to ensure the proper functioning of the Convention.

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

Education

• Completed secondary education or vocational education.

 

Work Experience

• Minimum of five (5) years of relevant work experience in secretarial and administrative support, preferably in an international environment

 

Skills/Competencies

• Ability to maintain effective working relationships with people of different nationalities and cultural backgrounds – team player with a sense of autonomy;
• Ability to work under pressure, respecting tight deadlines and delivering on the standards required;
• Demonstrated ability to perform support functions in project management and organization of meetings;
• Good organizational skills as well as ability to establish priorities and to plan, coordinate and monitor work plans;
• Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Power point, etc.);
• Good drafting and note-taking skills;
• Knowledge of the Anti-Doping Convention and its monitoring framework would be an asset;
• Discrete; ability to handle confidential files;
• Flexibility to adjust work schedules and priorities and to sustain workload peaks.

 

Languages

• Excellent knowledge (written and spoken) of English or French, and good knowledge of the other.

DESIRABLE QUALIFICATIONS

Work experience

• Experience with UNESCO and understanding of the Organization, including its reporting, financial and administrative systems and tools, would be an asset.

 

Skills/Competencies

• Excellent copy-editing and proofreading skills;
• Knowledge of UNESCO rules, administrative procedures, systems, and standard practices.

 

 Languages

• Good knowledge of other languages (Arabic, Chinese, Russian and/or Spanish) would be an asset.

BENEFITS AND ENTITLEMENTS

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SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an online application and provide complete and accurate information. To apply, please click on 'apply now' on this page. The evaluation of candidates is based on the criteria established in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

The position is a full time role, and will be established as a Service Contract (level 3C) with UNESCO. The gross monthly salary for this role is approximately 2,892 euros. Various benefits and entitlements will be offered, the details of which can be found on the UNESCO Careers Website.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.

Please note that UNESCO is a non-smoking Organization.