Post Number : 3UYADM0702RP
Grade : G-4
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: Montevideo
Job Family: Administration
Type of contract : Fixed Term Field
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 30-DEC-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
(Only candidates who are entitled to work in Uruguay may apply to this position)
The post is located in UNESCO Office in Montevideo and works under the overall delegated authority of the Head/Director of Office, and the direct supervision of the Finance and Administrative Officer. As a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions.
Essential responsibilities of the functions include:
Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up in collaboration with the AO of the Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; produce regular and ad hoc reports on outstanding commitments, follow-up and alert team members of outstanding payments, timeframes and bottlenecks. Perform general administrative tasks such as maintain files (both paper and electronic) and databases for work unit and assist in providing software and office equipment support.
Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommend changes/ corrections; and handle arrangement for translations of documents. Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. Assist in the preparation of presentation materials using appropriate technology/software.
Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor(s) and colleagues; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned. Liaise with various internal services to obtain additional information/ clarifications. Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.
Additional activities that may be required to ensure the success of the work team.
Education
Completed secondary, technical and/or vocational education.
Work Experience
Skills and Competencies
Languages
Work Experience
Similar experience working with diverse organizations in the region and in an international environment preferably a United Nation agency. Relevant experience in the field of administrative and secretarial support.
Languages
Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian).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 1 837 549 Peso Uruguayo.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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.
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.