Back Programme Assistant (Natural Sciences)

OVERVIEW

Post Number : SC 464

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) : 19-MAY-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

The post is located in the Section of Research, Innovation, and Engineering (PBS/RIE) and operates under the overall delegated authority of the Director of the Division of Science Policy and Basic Sciences (PBS) and the direct supervision of the Chief of the Section of Research, Innovation, and Engineering. As a team member, the Programme Assistant is responsible for coordinating and performing a full range of office, administrative, and management support tasks to ensure the smooth and efficient organization and delivery of programme activities and projects. The role primarily focuses on information management and monitoring, including programme and budget/financial administration of the Section, event coordination, and administrative support related to contracting and financial management.

In particular, the incumbent will perform the following duties:

• Track and report on programme activities; prepare project evaluations reviewing budgetary data/ information from current or past initiatives. Respond to enquiries; monitor the budget of the projects and programmes within the Section in compliance with programme and budgetary requirements and financial regulations; provide support for establishing contracts and monitor execution of contracts; alert the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action. Coordinte with field offices, collate information and draft regular and ad hoc budgetary/ financial updates, narrative reports, in-kind contributions and co-fiancing statements, statistical and/ or projections for use and scrutiny by management/ staff as well as donors.

  • Provide support in programme administration with regard to the preparation of outreach activities, partnership initiatives and special events. Track, retrieve, research files, reports, other records and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, speeches, etc. according to standards and formats. Look for possible venues; prepare list of participants; draft invitation letters, etc. Process requests for translation, printing, dispatch of information documents for statutory meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.

    • In collaboration with team members, assess administrative and financial needs for meetings/ events/ workshops/ seminars, travel, document processing/ publication production and for the recruitment of staff and affiliate personnel and provide coordinate office support services for the same. Inform management and team members of process, procedures and timeframes to secure administrative services needed for programme/ project execution. Initiate a variety of contractual documents using examples or templates; identify consultants, suppliers (from a roster), and prepare purchase requisitions in accordance with instructions; verify requests for payments against contractual obligations in the financial system; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Prepare minutes of regular section and programme related meetings and monitor follow-up activities.

      📚 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!

      • Provide guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-related initiatives (e.g. recruitment of staff and affilliate personnel, transfer, etc.). This can also include processing visas, security cards and other documentation; preparing regular and ad hoc reports on HR movement, leave usage etc, for the supervisor, or on other staff resources including for the funded via the extra-budgetary envelope. Initiate travel plan, authorization and make travel arrangements, and assist in mission settlement processes for team staff; provide assistance to partners and stakeholders as required. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc.
        • Maintain/ 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, contract, personnel and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and the safe retention of the same. Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports and tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; maintain mailing lists and other contact lists. Handle routine administrative tasks, such as maintaining, assessing telephone billing, etc.

          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.

          Work Experience

        • Minimum five (5) years of relevant work experience in secretarial, and administrative support tasks or related tasks, preferably in an international environment.
        • Experience in providing programme support services.

          Skills and competencies

        • Good understanding of project cycle management from an administrative point of view;
        • 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;
        • Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
        • Ability to work effectively and maintain effective working relations within a multi-cultural environment;
        • Diplomacy and politeness in dealing with external and internal partners requesting information;
        • Solid computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).

          Languages

        • Excellent knowledge of French or English and good knowledge of the other working language.

          DESIRABLE QUALIFICATIONS

          Education

        • General administrative training and a background in the field of natural sciences or a related field.

          Work Experience

        • Relevant work experience in an international organization.
        • Familiarity with UNESCO rules, administrative procedures, systems and standard practices.

          Skills and competencies

        • Familiarity with results base budgeting and results based management (from an administrative point of view)
        • Basic experience is use of ERP software.

          Languages

        • Knowledge of another official UNESCO language (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 43, 734 Euros €.