Back ADMINISTRATIVE ASSISTANT

OVERVIEW

Post Number : ADM/PA 001

Grade : G-4

Parent Sector : Sector For Administration and Management (ADM)

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) : 08-JAN-2025

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

In the framework of the Strategy for Sustainability Management in the UN System 2020-2030 and UNESCO’s Environmental Sustainability and Management Policy, UNESCO is implementing an Environmental Management System (EMS), which is coordinated by the Executive Office of the Sector for Administration and Management (ADM/EO). The overall goal is to minimize any negative impact on the environment by UNESCO’s operations and programme activities worldwide, and contribute positively to protecting the environment and communities in which the Organization operates.

One of the activities to reduce the environmental impact of UNESCO is an internal carbon tax, charged on all air travel paid for by UNESCO. The revenue is collected in a Special Account for Environmental Action and is used to support UNESCO’s ‘climate neutrality’ by purchasing carbon offsets for unavoidable emissions, and by financing emission reduction projects across UNESCO’s Offices and Category I Institutes.

In addition, the unit organises a broad range of regular communication activities to raise staff awareness and commitment, such as action days, pledges, workshops and engagement campaigns that require some logistical arrangements.

Under the overall authority of the ADM/EO, and the direct supervision of the Environmental Sustainability Officer, the incumbent will support all initiatives falling under the Special Account, including the calculation and collection of the internal carbon tax on air travel.
In particular, the incumbent will:

• Facilitate the collection of the internal carbon tax on air travel on a monthly (staff travel) and quarterly (non-staff) basis, including the calculation of the tax using a macro in Excel and preparation of budget files for posting in SAP.
• Liaise and follow up with the relevant colleagues at Headquarters and in UNESCO Field Offices and Category I Institutes to correct any potential errors in carbon tax postings.
• Support staff engagement activities with respect to environmental sustainability, including communication with internal and external partners, support for translations, publications and intranet articles, logistics of meetings and events, etc.
• Coordinate the organization of regular workshops in the biodiversity and vegetable garden.
• Carry out the daily administrative work of the ADM Executive Office (contract management, correspondence, room booking/meeting organization, note-taking, etc.).
• Assist with other tasks related to the implementation of UNESCO’s Environmental Management System and any other necessary administrative assistance for ADM.

  COMPETENCIES (Core / Managerial) Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)Professionalism (C)

  - For detailed information, please consult the UNESCO Competency Framework.

  REQUIRED QUALIFICATIONS

  Education

• Completed secondary, technical and/or vocational education.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  Work Experience

• Minimum three (3) years of work experience in administration, budget and/or human resource management.
• Experience in working in an international environment.

  Skills and Competencies

• Good interpersonal skills, tact and diplomacy to be able to engage with a variety of partners internally and globally.
• Good knowledge of MS Office suite, including Excel.
• Proven ability to work with large data sets or budgets.
• Proven drafting and communication skills.
• Ability to operate with a considerable degree of autonomy, to take initiative and work effectively in a team.

  Languages

• Excellent knowledge of English or French (written and spoken) and good knowledge of the other.

  DESIRABLE QUALIFICATIONS

  Work Experience

• Specialized secretarial training/certification or first University degree in administration.
• Experience in the UN system or international organization.

  Skills and competencies

• Basic knowledge of SAP for budget monitoring.
• Experience with the calculation of Greenhouse Gas emissions, preferably using the UN ICAO calculator.

  Languages

• Knowledge of other official language(s) of UNESCO (Arabic, Chinese, Russian, Spanish).

  BENEFITS AND ENTITLEMENTS

  UNESCO’s 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 39 422 Euro € .

  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 a competency-based interview.

  UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.