Programme Assistant Natural Sciences 22393
Programme Assistant Natural Sciences 22393
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Job Description
OVERVIEW
Post Number:SC 464
Grade:G5
Parent Sector:Natural Sciences Sector (SC)
Duty Station:Paris
Job Family:Natural Sciences
Type of contract:Fixed Term
Duration of contract:2 years renewable
Recruitment open to:Internal and external candidates
Application Deadline (Midnight Paris Time):19MAY2025
UNESCO Core Values: Commitment to the Organization Integrity Respect for Diversity Professionalism
Only candidates who are entitled to work in France may apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
The post is located in the Section of Research Innovation and Engineering (PBS/RIE) and operates under the overall delegated authority of the Director of the Division of Science Policy and Basic Sciences (PBS) and the direct supervision of the Chief of the Section of Research Innovation and Engineering. As a team member the Programme Assistant is responsible for coordinating and performing a full range of office administrative and management support tasks to ensure the smooth and efficient organization and delivery of programme activities and projects. The role primarily focuses on information management and monitoring including programme and budget/financial administration of the Section event coordination and administrative support related to contracting and financial management.
In particular the incumbent will perform the following duties:
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; provide support for establishing contracts and monitor of contracts; alert the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action. Coordinte with field offices collate information and draft regular and ad hoc budgetary/ financial updates narrative reports inkind contributions and cofiancing statements statistical 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 followup on progress.
In collaboration with team members assess administrative and financial needs for meetings/ events/ workshops/ seminars travel document processing/ publication production and for the recruitment of staff and affiliate personnel and provide 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 . 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. Prepare minutes of regular section and programme related meetings and monitor followup activities.
- Provide guidance and support for project and programme reporting requirements; prepare paperwork submit and prepare requests for approval of HRrelated initiatives (e.g. recruitment of staff and affilliate 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 including for the funded via the extrabudgetary envelope. Initiate travel plan authorization and make travel arrangements and assist in mission settlement processes for team staff; provide assistance to partners and stakeholders as required. Provide guidance to staff on general office processes and procedures automated systems computer applications etc.
- Maintain/ update programme and project documentation and records research and track background information and documentation; maintain electronic and hardcopy files/ records/ data sources uptodate 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. Handle routine administrative tasks such as maintaining assessing telephone billing etc.
COMPETENCIES (Core / Managerial)
REQUIRED QUALIFICATIONS
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.
- Experience in providing programmesupport services.
Skills and competencies
- Good understanding of project cycle management from an administrative point of view;
- 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;
- 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 multicultural environment;
- Diplomacy and politeness in dealing with external and internal partners requesting information;
- 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
- Relevant work experience in an international organization.
- Familiarity with UNESCO rules administrative procedures systems and standard practices.
Skills and competencies
- Familiarity with results base budgeting and results based management (from an administrative point of view)
- Basic experience is use of ERP software.
Languages
- Knowledge of another official UNESCO language (Arabic Chinese Russian Spanish).
BENEFITS AND ENTITLEMENTS
UNESCOs 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.
The approximate annual starting salary for this post is 43 734 Euros .
For full information on benefits and entitlements please consult ourGuide to Staff Benefits.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an online 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 competencybased interview.
UNESCO uses communication technologies such as video or teleconference email 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.
ADDITIONAL INFORMATION
Only candidates who are entitled to work in the E.U. may apply to these positions. Please note that for this position UNESCO will not reimburse expenses such as travel in connection with interviews tests andrelocation.
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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 zerotolerance 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 underrepresented 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.
Employment Type
Full Time
