Programme Assistant

OVERVIEW
**Post Number**: SHS 365
**Grade**: G-5
**Parent Sector**: Social and Human Sciences Sector (SHS)
**Duty Station**: Paris
**Job Family**: Social and Human Sciences
**Type of contract**: Fixed Term
**Duration of contract**: 2 years, renewable
**Application Deadline (Midnight Paris Time)**: 25-OCT-2024
**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 the Social and Human Sciences Sector (ADG/SHS), strategic guidance from the Director for Research, Ethics and Inclusion, and direct supervision of the Chief of Bioethics and Ethics of Science and Technology Section (SHS/REI/BIO), the Programme Assistant will coordinate and perform a full range of office, administrative and management support tasks for the smooth and efficient organization and delivery of the Section's activities and functions. S/he will ensure information management, implementation and monitoring of events, provision of administrative support in contracting/property management, and procurement of office equipment.
**In particular, the incumbent will**:
Long Description
Track and report on programme activities; prepare project evaluations by reviewing budgetary data/information from current or past initiatives. Respond to enquiries; monitor projects and programmes budgets by complying with programme, budgetary requirements and financial regulations; identify and alert the supervisor of any errors, omissions, or discrepancies, and initiate corrective actions. Collate information and draft regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by management, staff and 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; analyse and summarise information; identify elements of interest; draft dockets and charts; assemble documents, prepare reports, presentations, speeches, etc. according to the Organization’ standards and formats. Organize events’ logistics including venue selection, preparation of participants’ list, invitation letters and any other related tasks. Process requests for translation, printing, dispatch of information documents for statutory meetings; coordinate the delivery of translation services; handle reservations for webcasting, recording, transcription of debates and follow-up on progress.
In collaboration with team members, assess administrative support needs for meetings, events, workshops, seminars, travel, document processing and publication production and consultants/temporary assistance, and coordinate office support services for the same. Keep management and team members informed of processes, procedures and timeframes for securing administrative services essential to programme or project execution. Initiate a variety of contractual documents; identify consultants and suppliers from rosters, and prepare purchase requisitions in accordance with instructions; verify requests for payments against contractual obligations; process contractual transactions and provide updates on payment statuses and remaining obligations to the Responsible Officer. Prepare minutes and monitor follow-up activities.
- 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) Professionalism (C) Results focus (C) Teamwork (C) REQUIRED QUALIFICATIONS
Education
Completed secondary education, 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.
Skills and Competencies
Excellent interpersonal and communication skills, including drafting skills in English and/or French.
Ability to draft correspondence and correct documents.
Attention to detail and meticulous in correspondence.
Good analytical and organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure.
Ability to work effectively and maintain effective working relations within a multi-cultural environment.
Flexibility to adjust work schedules and priorities.
Discretion, initiative and service oriented to provide quality and timely support and services.
Diplomacy and politeness in dealing with external and internal partners when requesting information.
Ability to manage heavy workloads and to meet tight deadlines, paying close attention to details.
Solid computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).
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