Back Programme Assistant (Natural Sciences)

OVERVIEW

Post Number : SC 174

Grade : G-5

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Paris

Job Family: Natural Sciences

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 25-NOV-2024

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

Under the overall authority of the Assistant-Director General of the Natural Science Sector, guidance of the Director of the Division of Water Sciences (SC/HYD) and the direct supervision of the Chief of the Section of Groundwater Sustainability and Water Cooperation (SC/HYD/GSW), the incumbent will support the HYD/GSW Section with administrative matters and office support functions. The incumbent will ensure the quality and consistency of the office workflows and information management.

In particular the incumbent will perform the following duties:

Budgetary Support:

• Review and analyse budgetary data from current and past initiatives.
• Respond to budgetary inquiries and draft regular and ad hoc budgetary /financial updates, reports, statistics, and projections for management, staff, and donors for regular programme and extra-budgetary funds.

  Programme Administration:

  • Assist in organizing statutory meetings, outreach activities, partnership initiatives, and special events.
  • Retrieve, research, and verify information for relevance and accuracy.
  • Assemble documents, prepare agendas, reports, presentations, and speeches according to standards and formats.
  • Handle logistical arrangements such as venue selection, participant lists, invitation letters, and processing requests for translation, printing, and document dispatch for statutory meetings.
  • Coordinate services for webcasting, recording, and transcription of debates.

    Administrative Coordination:

    • Assess and coordinate administrative support for external expert missions, meetings, events, workshops, seminars, travel, document processing, and consultant engagements.
    • Inform management and team members about processes, procedures, and timeframes for securing administrative services needed for programme/ project execution.
    • Initiate contractual documents for consultants/temporary assistance, prepare purchase requisitions, verify payment requests, and provide information on payment status and obligations.

      Project and Programme Reporting:

      • Guide and support project and programme reporting requirements.
      • Prepare human resources’ related requests (e.g., recruitment of temporary personnel, transfers).
      • Process visas and other documentation as needed.
      • Initiate travel authorisations and make travel arrangements for team staff.
      • Provide assistance to partners and stakeholders as required.

        
        Documentation and Records Management:

        • Maintain and update programme and project documentation and records.
        • Research and track background information and documentation.
        • Maintain electronic and hard-copy files/records/data sources up to date on budgetary data, contracts, personnel, and other administrative matters.
        • Update staff and equipment listings.
        • Ensure the proper creation and closure of files and their safe retention.
        • Provide general office assistance, including receiving, registering, reviewing, and drafting correspondence and emails.
        • Type a variety of reports and tables to document and transmit administrative or budgetary information.
        • Verify outgoing correspondence for completeness, accuracy, and compliance with UNESCO format standards.
        • Maintain mailing lists and other contact lists.

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

          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)

          REQUIRED QUALIFICATIONS

          Education

        • Completed secondary, technical 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 five (5) years of relevant work experience in secretarial, and administrative support tasks or related tasks, preferably in an international environment.

          Skills and competencies

        • Good analytical and organizational skills;
      • Good interpersonal and communication skills, including good drafting skills in English and/or French.
    • Ability to draft correspondence and correct documents.
  • Good organizational and coordination skills.
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.

Languages

DESIRABLE QUALIFICATIONS

Education

Work Experience

Skills and competencies

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 43 734 EUR.

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.