Programme Assistant

United Nations Educational Scientific and Cultural Organization (UNESCO)

Paris, , FR

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant Director-General for Natural Sciences, overall guidance of the Director of the Division of Water Sciences (DIR/SC/HYD), and the direct supervision of the Chief of Section of Groundwater Systems and Human Settlements (SC/HYD/GSS), the programme assistant shall provide administrative and programme support for the smooth and efficient organization and delivery of programme/project results of the section. Within this context, the incumbent shall provide a full range of office, administrative and management support, as follows:

  • Prepare a variety of programme related documents and correspondence using, examples or templates; review and draft email/documents in compliance with UNESCO format standards; maintain mailing/contact lists, follow up on deadlines for required actions.

  • Maintain information systems and databases for the programme in both paper and electronic media by recording, updating and retrieving information, documentation and data; ensure appropriate and accurate archiving of programme files.

  • Support the organization and set-up of meetings, events, workshops and publications for the section; prepare meeting minutes; provide administrative and logistical support including travel arrangements, room/equipment reservation, etc.

  • Process data from automated systems in order to support preparation of regular and ad-hoc budgetary/financial updates, to report on programme delivery, statistics and/or projections for use and scrutiny by the supervisor; provide administrative support for fund raising initiatives.

  • Process different type of contracts with respect to UNESCO rules and regulations and provide follow up with the administration, manage and follow-up travel/missions of the staff of the Section.

  • Support the overall development of programme activities in the Section.

  • Respond to enquiries and follow up on routine outstanding matters; liaise with various internal services. 

COMPETENCIES
REQUIRED QUALIFICATIONS

Education

  • Completed secondary, technical and/or vocational education.

Work experience

  • Minimum of three years of relevant work experience in administrative and/or secretarial tasks.

  • Experience in program support in an international environment.

Skills/Competencies

  • Excellent drafting skills in English and/or French.

  • Capacity for accuracy and attention to detail in preparation of correspondence. 

  • Ability to take initiatives and to provide quality and timely support and services. 

  • Ability to  work under pressure and flexibility to adjust work schedules and priorities. Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.

  • Excellent computer skills with proficiency in the use of MS Office (Word, Excel, Outlook, Powerpoint, etc.). 

Languages

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

DESIRABLE QUALIFICATIONS

Education

  • General secretarial and/or administrative training.

Work experience

  • Familiarity with UN system or the administrative operation of UN agencies. 

Skills/Competencies

  • Excellent copy-editing and proof reading skills.

  • Knowledge of UNESCO rules, administrative procedures, systems and standard practices. 

Languages

  • Good knowledge of another official UNESCO language (Arabic, Chinese, Russian or Spanish).


POSITION TYPE

ORGANIZATION TYPE

EXPERIENCE-LEVEL