Back Programme Assistant

OVERVIEW

Post Number : IOC 375

Grade : G-5

Parent Sector : Intergovernmental Oceanographic Commission (IOC)

Duty Station: Paris

Job Family: General Administrative Support

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 20-MAR-2025

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Executive Secretary, Intergovernmental Oceanographic Commission, and direct supervision from the Chief of Section, Ocean Observing and Services (IOC/OOS), the incumbent serves as a team member of IOC and the Programme Office for the IOC-led Global Ocean Observing System (GOOS). The IOC programmes and activities coordinated by OOS, such as the Joint WMO-IOC Collaborative Board, and the co-sponsored GOOS programme operate through the advice and actions of numerous expert teams and steering groups, with linked work plans and projects, supported by a distributed secretariat - a complex landscape requiring good internai and external communication and cooperation. The incumbent is responsible for coordinating and performing a full range of office support, administrative, management, and communications support tasks for the smooth and efficient organization and delivery of the work under the Section. The focus is on information management and monitoring including administrative delivery of the programme and financial tracking, event orchestration, routine communication, GOOS website oversight, and provision of administrative support in contracting.

General Accountabilities:

• Draft and prepare routine correspondence, memoranda and non-substantive reports.
• Maintain confidential and general files and manage file and reference systems.
• Assist in the preparation of budgetary and financial reports, statistics, or projections for head of section’s use.
• Review draft reports, verify overall accuracy and consistency and cross-check consistency of figures.
• Provide guidance and interpretation on HR-related initiatives and administrative rules, regulations and procedures (e.g. recruitment of staff, secondments and interns).
• Schedule and organize inter-sessional meetings, both in person and on-line.
• In collaboration with team members, assess administrative support needs for meetings and events, travel document processing, publication production, consultants and coordinate office support services for the same.

  General Accountabilities:

  Finance and Budget Accountabilities:

  • Travel: assist and provide guidance in the preparation of travel plans, processing visas, security cards and other documentation. Initiate travel authorization and make travel arrangements for team staff and relevant GOOS experts.
  • Assist and inform the supervisor on financial statuses, by using information systems and reporting.
  • Record and reconcile accounting transactions.
  • Verify and process payments and budgetary transactions.
  • Maintain specific accounts, calculate and compile financial data and prepare routine reports.
  • Monitor and control commitments and expenditures.
  • Verify contractual files and supporting documents, partner roles, responsibilities, deliverables, mandatory reporting and assurance mechanisms, funds transfer modalities and conditions for collaboration.
  • Carry out control checks on all contracts and funds reservations to ensure proposed commitment complies with policy, procedures and administrative process details, and steps are followed.
  • Keep track of budget levels, contract end dates, and alert the supervisor to avoid potential shortfalls in funds (validating information and identifying any errors or irregularities).
  • Respond to enquiries and follow-up on funding or contractual initiatives.

    Communication Accountabilities:

    • Coordinate and share relevant information with GOOS community, including in regard to meeting set up and organization.
    • Verify and keep up to date the information on the website, goosocean.org and oceanexpert.org, including contact lists, event details, meeting information, reports and news items.
    • Coordinate the GOOS webinar series.

      Additional activities that may be required to ensure the success of the work of the team.
      Provide back-up assistance to other AO assistants in their absence.

      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 or vocational school education.

      Work Experience

      📚 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!

    • At least five (5) years of relevant work experience in programme assistance, and/or administrative support tasks or related tasks.

      Skills and Competencies

    • Ability to take initiative and provide timely, quality support and services.
  • Good interpersonal and communication skills.
• Good IT skills with proficiency in the use of MS Office (Word, Excel, Power Point, etc.).

Languages

DESIRABLE QUALIFICATIONS

Work Experience

Languages:‎

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 48 526 Euros.

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.

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