Programme Assistant (IOC/TSU)

OVERVIEW

Post Number : IOC/PA 018

Grade : G-5

Parent Sector : Intergovernmental Oceanographic Commission (IOC)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 10-JUL-2020

 

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

 

ONLY CANDIDATES WHO ARE ENTITLED TO WORK IN FRANCE CAN APPLY

(Duration of contract: 1 year with possibility of extension subject to availibility of funds and performance).

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant Director-General and the IOC Executive Secretary and direct supervision of the Head of IOC Tsunami Unit, the incumbent is responsible for performing a full range of office support, with  focus on information management and monitoring, administrative delivery of the programme and financial tracking of activities and projects of the Unit, event orchestration, routine communication and administrative support in contracting management.

 

In particular, the incumbent will perform the following main functions:

• Assist in tracking and reporting on programme activities; monitoring the budget of projects and programme activities with the Unit in compliance with programme and budgetary requirements and financial regulations;
• Assess needs and provide administrative support for meetings, including logistical arrangements, travels and budget preparation; format reports; make all information and documents available online;
• Assist with administrative matters related to the TSU Unit’s publications, organisation of meetings of editorial board, preparation of contracts, etc;
• Initiate contractual documents ; identify consultants and suppliers; provide full administrative assistance throughout the entire contractual process.
• Provide general office assistance to Unit members:
  • Register, review and draft correspondence;
  • Make unofficial translations in English and French;
  • Carry out checks for adequacy, accuracy and quality of information content and presentation to ensure that all correspondence and documents are channelled and processed in conformity with the established procedures;
  • Coordinate, follow up and support travel arrangements of all team members;
  • Maintain/update programme and project documentation and records;
  • Maintain electronic files and records up-to-date on budgetary data, contract, personnel and other administrative matters;
  • Update staff and equipment listings; ensure proper creation and closure of files and their safe retention.

Long Description COMPETENCIES (Core / Managerial) Communication (C) Planning and organizing (C) Teamwork (C) Accountability (C) Knowledge sharing and continuous improvement (C) Results focus (C) Innovation (C)

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

•   Completed secondary, technical and/or vocational education.

Work Experience

•   A minimum of (5) five years of relevant work experience in administration, programme assistance, finance or related areas.
•   Relevant experience on executive assistance roles.
•   Work experience in an international environment.

Skills and competencies

•   Very good interpersonal and organizational skills (Including public relations).
•   Proficiency on MS Office (Outlook, Word, Excel, PowerPoint, etc.), office applications and corporate IT financial systems.
•   Strong written and verbal communication skills
•   Ability to work under pressure and flexibility adjust work schedules and priorities.

Languages

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

DESIRABLE QUALIFICATIONS

Education

•   Certificate or training in administration, social sciences or related field.

Work Experience

•   Relevant work experience in organizing events (travel, hotel, conference, catering services).

Skills and competencies

•   Knowledge of UNESCO rules, regulations, administrative procedures and standard practices.
•   Integrity and professionalism.
•   Knowledge of the Moodle platform.
•   Knowledge of videoconferencing tools.

Languages

•   Knowledge of other UNESCO Official languages (Arabic, Chinese, Russian and Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

 

For more information in benefits and entitlements, please consult ICSC website.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

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.

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UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) 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.