Programme Assistant

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Job Family : General Administrative Support

Contract Type: Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

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

Only candidates eligible to work in France may apply to this position

ORGANIZATIONAL CONTEXT

The post is located in the Youth Coordination Section within the Sciences Sector and operates under the overall authority of the Assistant Director-General for Sciences (ADG/SCS), guidance of the Director for Social Policies and Inclusion (SCS/SPI), and direct supervision from the Chief of the Youth Coordination Section (SCS/SPI/YOU).

As a team member, the Programme Assistant is responsible for providing professional and technical support, coordination, research and analysis to sectional, cross-sectional, and divisional work as well as other programmatic initiatives in line with Youth as a Priority Group. The incumbent will perform the following tasks:

KEY ROLE AND RESPONSIBILITIES

• Provide support in programme administration for the preparation of special events, outreach activities, and partnership initiatives. To this end, search and retrieve previous 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; assemble documents; prepare reports, presentations, speeches, etc., according to established standards and formats. Look for possible venues; prepare lists of participants; draft invitation letters, etc. Provide assistance to participants, partners and stakeholders as required, including making travel, hospitality, and visa arrangements. Coordinate the delivery of translation and interpretation services; complete forms and process requests for conference room and on-line meeting reservations; and liaise with relevant technical services to follow up on progress.
• In collaboration with Section members, assess and anticipate administrative support needs for meetings, events, workshops, publication production, travel document processing, and coordinate office support accordingly. Inform Section Chief and members of processes, procedures, and timeframes required for administrative services for programme/project execution. Make proposals for the streamlining of internal processes to improve efficiency. Help identify suppliers in line with established processes and prepare purchase requisitions in accordance with instructions. Initiate contractual documents using templates or examples. Verify payment requests against contractual obligations in the financial system; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Liaise with in-House services (AO, ADM, HRM, etc.) and resolve related issues.
• Track, monitor and report on the projects and programmes implemented by the Section, ensuring compliance with programme and budgetary requirements and financial regulations. Collate data/information and draft regular and ad hoc budgetary and financial updates, reports, statistics, and/or projections for use and scrutiny by management, staff, and donors. Alert the supervisor of errors, omissions, or discrepancies observed, and undertake corrective actions.

Long Description

• Assist in Human resources-related actions. Help identify and support the recruitment of temporary assistance, including staff resources funded via extra-budgetary funds. Prepare paperwork, submit, and process requests for approval of human resources actions (e.g., recruitment of temporary personnel, transfers, etc.). Assist in temporary assistance planning. Support can also include processing visas, and other documentation; preparing reports on HR movements and leave usage.
• Maintain/update programme and project documentation and records. Maintain electronic and, where necessary, hard-copy files/records/data sources to ensure accurate and up-to-date information on budgets, contracts, personnel and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and their safe retention.
• Facilitate interaction and information flow within the Section by coordinating the dissemination of institutional communication and conveying directives, reports, status updates and other relevant information. Prepare meeting minutes and monitor follow-up.
• Provide general office assistance and serve as the Section’s primary point of contact, including for visits, calls, and enquiries. Respond to enquiries relevant to the Section’s projects and programme, in liaison with relevant colleagues. Re