OVERVIEW
Post Number : 3COIOC 0002PA
Grade : G-5
Parent Sector : Intergovernmental Oceanographic Commission (IOC)
Duty Station: Cartagena
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) : 03-MAR-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
(Only candidates who are entitled to work in Colombia may apply to this position)
Duration of contract: 1 year with possibility of extension subject to availability of funds and satisfactory performance.
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall supervision of the Head of IOC Marine Policy and Regional Coordination Section and the direct supervision of the Head of the IOC Sub-Commission for the Caribbean and Adjacent Regions (IOCARIBE), the Programme Assistant will support the overall implementation of the regional activities of the IOCARIBE Sub-Commission located in the city of Cartagena, Colombia, by managing the day‐to‐day agenda and activities of the Head of IOCARIBE.
In particular, the Programme Assistant will:
- Prepares routine correspondence as required or on own initiative for administrative processes; process documents (e.g. briefs, reports and other documents); reformat or finalize the formatting of documents; collect and/organize information and data related to the Subcommissions´s programmes and activities from a variety of sources (Internet, office files, records, etc.) and presents it in the required format. Reviews correspondence and other documents prepared in English and/or in French for the signature of the Head of the Office, and recommends changes to format, style, spelling or grammar.
- Maintains an organized and updated filing and reference systems, and other manual and computerized information and reference systems; if necessary; verifies invoices and prepares payment request.
- Manages the Division Director's agenda, schedules/reschedules appointments, makes travel/mission arrangements, organizes meetings, prepares correspondence and assembles documents for these meetings/missions, takes notes and follow-up on required action.
- Assists in the organization of IOC/UNESCO meetings, missions, international conferences, seminars, workshops and other events held in the Caribbean Region; arranges for meetings facilities and equipment; makes travel arrangements ensuring compliance with existing staff and participants’ travel procedures and practices, prepares correspondence and assembles documents for staff and participants.
- Receives, analyzes, sorts, registers and distributes incoming correspondence and other documents; determines the importance and priority of documents received and follows up on required action.
- Serves as the Sub commission`s administrative focal person, answers enquiries and/or refers them to the appropriate division/section or staff; maintains telephone log, take messages, makes appointments, receives visitors; operates a variety of office equipment including, photocopier, facsimile, electronic mail etc.; coordinates the day-to-day work of the office.
- Supports financial and budgetary management and monitoring by: Organizing control of budget expenditures by preparing payment documents and compiling financial annual reports.; ensuring full compliance of financial processes and financial records with UNESCO rules, regulations, policies and strategies.; reviewing contract deliverables and payment schedules for all Partners and contractors and providing notification of any upcoming or past deadlines for invoices, etc.; organizing and coordinating the procurement of services and goods in accordance with UNESCO´s procedures and requirements;
- Acts as the designated Security Focal Point for all United Nations staff working or visiting the Cartagena area.
COMPETENCIES (Core / Managerial) Communication (C)Planning and organizing (C)Results focus (C)Teamwork (C)Accountability (C)Innovation (C)Knowledge sharing and continuous improvement (C)Professionalism (C)
- For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical or vocational education.
Work Experience
- Minimum five (5) years of work experience of which (2) two to (3) three years of experience in general administration functions, preferably on operational projects implementation/management or related field.
Skills and Knowledge
- Good organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure and tight deadlines. Capacity for teamwork.
High attention to detail, excellent time management skills, and demonstrates a high level of organization in work; Demonstrated ability to conceptualize, analyze, compile and synthesize information in coherent and succinct formats; Flexibility to adjust schedules and work priorities; Strong command of computer Microsoft applications such as Word, Excel, Access, PowerPoint, Adobe Acrobat.
Languages
Excellent knowledge (written/spoken) of English and Spanish.
DESIRABLE QUALIFICATIONS
Familiarity with the United Nations. Knowledge of UNESCO standard administrative procedures and practices would be an asset. Good knowledge of French.
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 93 469 COP.
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.
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 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.
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