Project Assistant
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Job Summary
OVERVIEW
Post Number:IOC/PA 040
Grade:G-5
Parent Sector:Intergovernmental Oceanographic Commission (IOC)
Duty Station:Paris
Job Family: Administration
Type of contract:Project Appointment
Duration of contract:1 year
Recruitment open to:Internal and external candidates
Application Deadline (Midnight Paris Time):18-DEC-2025
UNESCO Core Values: Commitment to the Organization Integrity Respect for Diversity Professionalism
Duration of contract: 1 year with the possibility of extension subject to availability of funds and satisfactory performance
OVERVIEW OF THE FUNCTIONS OF THE POST
The Intergovernmental Oceanographic Commission (IOC) of UNESCO promotes international cooperation in marine sciences to improve management of the ocean coasts and marine resources. The IOC enables its 152 Member States to work together by coordinating programmes in capacity development ocean observations and services ocean science tsunami warning and ocean literacy. The work of the IOC contributes to the mission of UNESCO to promote the advancement of science and its applications to develop knowledge and capacity key to economic and social progress the basis of peace and sustainable development. The IOC is also charged with the coordination of the United Nations Decade of Ocean science for Sustainable Development 2021-2030 (The UN Ocean Decade).
The IOC Marine Policy and Regional Coordination Section of the IOC engages with diverse partners to develop science-based tools and approaches for sustainable ocean management from marine spatial planning to sustainable ocean planning and management and the management of large marine ecosystems. It also leads the coordination of the UN Ocean Decade.
Under the overall authority of the Assistant Director-General of the Intergovernmental Oceanographic Commission (ADG/IOC) and the general supervision of the Head of the IOC Marine Policy and Regional Coordination Section (IOC/MPR) and guided by the Sections Sustainable Ocean Planning and Management team in close and continuous collaboration with the UNESCO World Heritage Centres Natural Heritage Unit the incumbent shall exercise the function of Project Assistant for the IOC in contribution to the development research coordination implementation and reporting on strategic initiatives and particularly the IOC Sustainable Ocean Planning and Management Strategy.
The Project Assistant will also be involved in participating in inter-sectoral transversal and UN-wide activities and programmes as well as in the development of internal and external communication strategic partnerships and cooperation projects.
Long Description
The Project Assistant shall in particular:
- Assist in procurement and finance-related tasks including processing contracts purchase orders and travel arrangements in compliance with UNESCO rules and procedures based on documentation provided by the Sustainable Ocean Planning and Management Lead (including data entry in DUO drafting contract amendments liaising with contractors preparing payment files etc.).
- Assist with the creation review and delivery of documents including correspondence memos reports and presentations. Liaise with corporate services for translation printing and dissemination; maintain organized reference filing systems; and assist in translation and editing of correspondence reports website content and communication materials from English to French.
- Contribute to the monitoring of project activities and budgets including supporting data collection and the preparation of progress reports providing regular expenditure updates based on SAP data to the Sustainable Ocean Planning and Management Lead liaising with the Administrative Unit to monitor commitments and assisting in the preparation of budget revisions decentralizations of funds and internal reporting.
- Support project communication and visibility efforts including preparing social media content drafting simple communication materials and maintaining and updating the project webpages in coordination with IOCs communication team.
- Provide administrative and logistical support for missions meetings workshops and conferences including the preparation of working documents coordination of participants and logistical arrangements. Participate in meetings as required preparing minutes or summaries as needed.
- Perform any other related duties as may be required by the Sustainable Ocean Planning and Management Lead or the Head of the IOC Marine Policy and Regional Coordination Section to ensure the effective and timely implementation of the project and the overall programme of the Section.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary education technical or vocational education.
Work experience
- A minimum of five years of work experience in administrative support and/or project/programme implementation assistance.
Competencies
- Excellent ability to deal with tasks related to meetings travel etc. and with follow-up.
- High attention to detail and ability to work under pressure; flexibility to adjust work schedules and priorities.
- Excellent organizational interpersonal and communication skills combined with the ability to work in a multicultural team with sensitivity and respect for diversity. Ability to act with tact diplomacy and discretion. Ability to convey verbal information effectively to draft correspondence and correct documents in accordance with established standards and requirements.
- Computer skills: Proficiency in MS Office (Word Excel Outlook PowerPoint) knowledge of InDesign WordPress and integrated enterprise resource planners (preferably SAP).
Languages
- Excellent knowledge of English or French good working knowledge of the other language.
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 our Guide to Staff Benefits.
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 an 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 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.
Key Skills
- Microsoft Office
- Microsoft Access
- Bluebeam
- Construction Experience
- Microsoft Outlook
- Microsoft Word
- Office Experience
- Microsoft Powerpoint
- Microsoft Excel
- Project Management Software
- Microsoft Project
- Administrative Experience
About Company
UNESCO is the United Nations Educational, Scientific and Cultural Organization. It seeks to build peace through international cooperation in Education, the Sciences and Culture. UNESCO's programmes contribute to the achievement of the Sustainable Development Goals defined in Agenda 20 ... View more
