Job Description

  Parent Sector : Communication and Information Sector (CI) Duty Station: Paris Job Family: Communication and Information Type of contract : Non Staff Level : Level 2 Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 28-MAR-2021 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism Long Description 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 Freedom of Expression and Safety of Journalists Section of the Communication and Information Sector and the incumbent will work under the overall delegated authority of the Programme Sector ADG/CI and of the Chief of Section and the direct supervision of relevant Programme Specialist(s) and projects’ Coordinator/managers in the Section and in cross-cutting teams.

As a team member, the Programme Assistant provides support in the organization and delivery of activities pertaining to ‘extrabudgetary’ projects & programmes funded by voluntary contributions (“projects”), carrying out a range of support and administrative functions.

In particular, the incumbent will:
  • Provide assistance to projects’ coordinators/managers in the implementation of projects’ activities, by liaising regularly with UNESCO Field Offices involved in the projects, Sector’s administrative officers, and Central services. This includes a focus on projects Administration with regard to the preparation of budgetary operations such as requests for allotments and allocations, reviewing budgetary data, monitor the projects’ timelines and budgets in compliance with programme and budgetary requirements and Financial Regulations.
  • Assist in projects’ administration including estimating costs and preparing detailed budgets and contracts for projects’ partners and contractors, using UNESCO formats. Track, retrieve, research files, reports, other records and past practices. Ensure also regular contacts with partners and contractors’ administrative focal persons.
  • Provide administrative support needs for projects’ meetings/events/ workshops/ seminars, travel, donors’ committees, document processing/ publication production and consultants/temporary assistance, and coordinate office support services.
  • Support in initiating a variety of contractual documents including preparing draft contracts’ terms of references and purchase requisitions in accordance with instructions and using UNESCO’s automated financial Management Systems (FABS/DUO/SISTER).
  • Prepare draft minutes, activity reports and monitor follow-up activities and contractors’ deliveries and reporting, assist in verifying conformity of deliverables and prepare payment requests, follow-up financial settlement of all expenses.
  • Maintain/update projects’ documentation and records, research, and track background information and documentation.
  • Prepare or translate minutes, correspondences and other projects’ documents.
  • Provide any other assistance to the Project Manager if required for the purpose of the project.
Long Description Long Description COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge Sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (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 3 years of relevant work experience in project management assistance and/or administrative tasks or related areas.
Skills/Competencies
  • Excellent Interpersonal Communication skills including drafting skills.
  • Good organizational and Coordination skills.
  • Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Ability to contribute to team-building and to provide quality and timely support and services.
  • Flexibility to adjust work schedules and priorities; capacity to work effectively under pressure.
  • Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.).
Languages
  • Excellent knowledge of English or French and very good knowledge of the other language.
DESIRABLE QUALIFICATIONS Education
  • Post-secondary courses/degrees in accountancy, finance, administration and/or project management.
Work Experience
  • Experience in the UN System or the other international organization.
Skills/Competencies
  • Knowledge of UNESCO business applications, including SAP.
  • Good knowledge of UNESCO's Financial and Administrative rules, regulations, procedures and standard practices.
  • Good knowledge of UNESCO’s internal daily “DUO” applications.
Language
  • Knowledge of other official languages of UNESCO (Arabic, Chinese, Russian, Spanish).
APPLICATION PROCESS/PROCEDURE Interested candidates should complete the on-line application and complete the Employment History form (Word file).

At the end of the Word file, insert an additional page to include a personal CV.

Additional Information:
  • Service contract (level SC2C) duration is for a period of 12 months (from April 2021) with possibility of extension subject to satisfactory performance and availability of funds.
  • Incomplete application files will not be considered.
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.

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