Post Number : CLT 078
Grade : G-5
Parent Sector : Culture Sector (CLT)
Duty Station: Paris
Job Family: Culture
Type of contract : Fixed Term
Duration of contract : 2 years renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 03-MAY-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France can apply to this position
Under the overall authority of the Assistant Director-General for Culture (ADG/CLT), the general supervision of the Chief of the Executive Office (Chief/EO) and the direct supervision of the Head of the Communication and Global Monitoring Unit, and in close consultation with the respective Culture Conventions' Secretariats, the incumbent is part of the Events Management Team of the Unit and oversees general office support in the organization of statutory meetings and delivery of a range of administrative processes, notably those regarding travel assistance, invitation and registration of participants, and meeting organization.
Ensure, coordinate and monitor the travel arrangements of the participants from State Parties, members of the Secretariat and experts in the events of the Culture Sector and statutory meetings of the Culture Conventions by liaising with relevant travel agents and the Administrative Office of the Culture Sector (CLT/AO) as well as relevant UNESCO central services, notably ADM, to ensure that the organization obtains the best service and price for all travel. Liaise and exchange information with Protocol as required, in order to facilitate the visa process for participants. Process travel claims in accordance with the UNESCO regulations, rules and procedures.
Provide elements for the preparation of travel budgets and maintain travel budgetary control records by verifying the completeness and correctness of payments. Provide support in the timely preparation of all related administrative documents for the meetings, ensuring that all necessary material arrangements are put in place to guarantee a quality service.
Prepare invitation letters for statutory meetings and events in line with the guidance received by the respective Culture Conventions' Secretariat; Support the process for registration of participants by preparing templates and lists; Ensure welcome desk presence and monitor the registration during the meetings and events; Provide guidance and information to participants on procedures and processes.
Provide feedback to the supervisor contributing to improving efficiency in providing travel assistance. Provide inputs to travel-related planning and consolidation of activity reports. Contribute to the planning activities of the Events Management Team of the Unit. Provide guidance and advice to the Culture Sector's Entities on the organization of meetings and events.
Education
Completed secondary, technical or vocational school.
Work Experience
Minimum of five (5) years of relevant work experience in programme assistance, and/or administrative support tasks or related tasks, preferably in an international environment.Skills & Competencies
Good interpersonal and communication skills. Good skills in drafting correspondence and documents in English and French, with strong attention to detail. Good organizational and coordination skills with the ability to take initiative, establish priorities and monitor own work plans. Ability to work under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules. Diplomacy and politeness in dealing with external and internal partners requesting information. Ability to work efficiently in a multi-cultural environment, with team spirit. Good IT skills, including MS Office software (Word, Excel, Outlook, PowerPoint etc.).