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Senior Administrative Assistant

Il y a 4 mois

Paris, Île-de-France UNESCO Temps plein
OVERVIEW

Post Number : ED/PA 241

Grade : G-6

Parent Sector : Education Sector (ED)

Duty Station: Paris

Job Family: Education

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 20-JUN-2024

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

Duration of Contract is one (1) year, with the possibility of an extension subject to the availability of funds and satisfactory performance.

OVERVIEW OF THE FUNCTIONS OF THE POST

I. Background

The Global Education Monitoring Report (GEM Report) is an editorially independent, authoritative, evidence-based annual report that monitors progress in education in the Sustainable Development Goals (SDGs), which were adopted as part of the 2030 Agenda for Sustainable Development. The Report is funded by a group of governments, multilateral agencies and foundations, and published annually by UNESCO since 2002 to serve the international community. It is widely recognized as an indispensable technical and advocacy resource supporting the achievement of SDG 4, which aims to ensure "inclusive and equitable quality education" and promote "lifelong learning for all" by 2030. With its renewed mandate, established in the Incheon Declaration of the World Education Forum in May 2015, the annual GEM Report series identify effective education policies and analyses major education themes.

II. Duties and responsibilities

Under the overall authority of the Assistant Director-General for Education (ADG/ED), the overall guidance of the GEM Report Director, and the direct supervision of the GEM Report Team Lead (Partnerships and Operations), the Senior Administrative Assistant will provide advanced and comprehensive support services across various areas, including procurement, budget management, human resources management and administration.

Procurement and contracts management:

  • Act as a focal point for GEM Report on procurement matters, staying updated on the evolution of the UNESCO administrative regulations, policies and guidelines.
  • Monitor and analyze performance metrics and process bottlenecks related to procurement activities; provide input on best practices for procurement processes.
  • Provide support, advice and assistance to managers to ensure the GEM Report's compliance with the applicable UNESCO rules and procedures by enhancing knowledge and skills of the GEM Report staff members.
  • Deliver end-to-end procurement support to the GEM Report team in particular for contracts in support of the research, partnerships and operations units, including the planning, establishment, implementation and closeout of implementing partnerships agreements, individual consultancies and contracts for goods and services, ensuring compliance with relevant rules, policies and guidelines.
  • Support the negotiations, reviews and establishment of non-standard contracts and partnership agreements, and seek advice as appropriate.
  • Coordinate completion of procurement files, draft recommendations and manage the necessary approvals at all levels including the UNESCO contracts committee.
  • Manage contract payments, renewals and extensions in a timely and cost-effective manner, monitor contract transactions, proactively identify and resolve any issues or discrepancies in coordination with stakeholders.
  • In coordination with the business units, plan, establish and manage rosters of service providers to meet the recurring business needs.
  • Support audits by ensuring proper documentation and filing, and providing backstopping support during audits.
  • Collaborate with central services departments (e.g., HRM, BFM, BSP, ADM) for information, clarifications, and policy interpretation.
Long Description

Human resources management:

  • Provide turn-key support on staff recruitment including revisions of JDs and ToRs for PAs, coordinate with HRM as necessary to ensure that the JDs and ToRs are compliant with the Organization's policies and guidelines, finalization and posting of vacancy announcements, the initial screening of applications, coordination of tests and interview panels, the drafting of recommendations and following through on staff onboarding.
  • Maintain accurate and up-to-date HR records, ensuring compliance with relevant regulations.
  • Liaise with central services departments (e.g., ADS, HRM, BFM) for additional information, clarifications, and policy interpretation.

Budget management:

  • Track all expenses based on contract types and team units.
  • Support the development and maintenance of delivery chain mapping.
  • Support the preparation of costing per output.

Administration:

  • Ensure comprehensive planning and management of GEM Report assets (incl. equipment and furniture) and software licenses.
  • In collaboration with the Senior Communications Assistant, provide backstopping and surge support for the organization of meetings and events including venue arrangements, catering, technical requirements, and travel support.
  • Collaborate with team members to handle miscellaneous administrative tasks, including office supply management and processing ad hoc purchases.

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.

Work Experience

  • Minimum eight (8) years of progressively responsible experience in procurement, finance or programme management in an international or multicultural setting.
  • Demonstrated experience in project management and client-facing key account management.
  • Demonstrated experience in procurement and contracts management.

Skills and Competencies

  • Expert knowledge of UN financial regulations and rules, administrative procedures and processes, including procurement principles, policies, tools and best practices.
  • Excellent drafting skills in both English and French.
  • Excellent knowledge of and experience in the use of Microsoft Office Suite (Word, Excel, PowerPoint)
  • Proven ability to use administrative applications, programs and tools such as SAP.
  • Strong communication and interpersonal skills, with the ability to work collaboratively in a multicultural team environment and interact with a wide range of partners with tact and discretion.
  • Ability to work independently and with good judgement.
  • Strong analytical and problem-solving skills, showing attention to detail.
  • Strong organisation and time management skills, with flexibility to adjust work schedules and priorities.

Languages

  • Excellent knowledge of French and English.
DESIRABLE QUALIFICATIONS

Education

  • Advanced university degree in a relevant field such as business administration, international development, public administration, social sciences.

Languages

  • Good knowledge of another official United Nations language (Arabic, Chinese, Spanish or Russian).
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 Euro €.

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.