Project Assistant

OVERVIEW
**Parent Sector**: Education Sector (ED)
**Duty Station**: Paris
**Job Family**: Education
**Type of contract**: Service contract
**Level**: Level 2
**Duration of contract**: 6 months
**Application Deadline (Midnight Duty Station Time)**: 05-AUG-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 Assistant-Director General for Education, overall guidance of the Director of the Division for Peace and Sustainable Development (ED/PSD), and the direct supervision of the Chief of the Section for Section of Health and Education (ED/PSD/HAE), the Project Assistant shall provide administrative and programme management support for the smooth and efficient organization of events within the HAE Section. This role will include managing vendors, travel arrangements, liaising with participant, and other administrative tasks in close coordinating with the Section Assistant. In particular, the incumbent will provide a full range of office, administrative and management support as follows: Long Description
- Vendor ID creation and management:
**o Vendor ID creation**: Initiate and process Vendor ID creation in UNESCO DUO, for all UNESCO-funded individuals to facilitate financial transactions related to their participation.
**o Documentation**: Ensure all required documentation for Vendor ID creation is complete and accurate.
**o Vendor management**: Maintain and update records of Vendor IDs as needed, ensuring compliance with UNESCO’s procurement policies and procedures.
- Travel arrangements:
**o Booking and coordination**: Arrange travel logistics, including flights, accommodations, and local transportation for UNESCO-funded participants.
**o Itinerary management**: Prepare and distribute detailed travel itineraries, covering accommodation and transportation details.
**o Travel documentation**: Ensure all necessary travel documents (e.g., visas, tickets) are processed and assist participants with any related issues.
**o Information**: Write information notes and share them with the participants. Long Description
- Participant liaison:
**o Primary contact**: Alongside the Section Assistant, serve as the main point of contact for UNESCO-funded participants regarding travel and accommodation matters.
**o Support**: Provide assistance with special requests or needs related to travel and stay, including handling last-minute changes to itineraries, particularly in the case of visa issues or adjustments required by government representatives, in line with UNESCO policies.
**o Communication**: Keep participants informed of any updates or changes related to their travel arrangements, ensuring quick and clear communication for urgent modifications.
- Administrative support:
**o Financial management**: Prepare fund reservations for all events.
**o Documentation**: Manage and prepare all documentation related to travel arrangements, allowances, and Vendor IDs.
**o Reporting**: Provide regular updates and comprehensive reports on administrative tasks, including travel arrangements, participant liaison, and financial transactions.
**o Coordination**: Alongside the Section Assistant, collaborate with UNESCO Section of Health and Education team members and other stakeholders to ensure efficient planning and execution of symposium-related activities.
**o Logistics**: Make an inventory of equipment and supply requirements, prepare participant kits and event material, book venues and rooms, book or contract interpretation services, book virtual spaces for online meetings, issue badges.
**o Participants**: Keep a participant list always updated with key information (e.g. name, title, affiliation, country, date and time of arrival and departure). COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
EDUCATION
Completed secondary, technical or vocational education level.
WORK EXPERIENCE
At least 3 years of experience in secretarial and/or administrative tasks.
SKILLS/COMPETENCIES
- Excellent organizational and communication abilities.
- Excellent ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Power point, etc.).
LANGUAGES
Excellent knowledge of English. Long Description DESIRABLE QUALIFICATIONS
Work experience
- Working experience in similar functions within the UN system.
- Experience with vendor management systems and travel management.

Skills/competences
- Knowledge of UNESCO rules, administrative procedures and standard practices.

Languages
- Excellent knowledge of French. SELECTION AND RECRUITMENT PROCESS

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