Project Assistant

OVERVIEW

**Post Number**: SC/PA 051

**Grade**: G-4

**Parent Sector**: Natural Sciences Sector (SC)

**Duty Station**: Paris

**Job Family**: Natural Sciences

**Type of contract**: Project Appointment

**Duration of contract**: 1 year

**Application Deadline (Midnight Paris Time)**: 30-JUN-23

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

Long Description

OVERVIEW OF THE FUNCTIONS OF THE POST
Under the general supervision of the Director of the Division of Ecological and Earth Sciences and the specific supervision of the Chief of Section, the incumbent shall provide administrative and secretarial support to the Chief of Section working on the implementation of the activities related to the Man and the Biosphere (MAB) biodiversity extra-budgetary projects. The incumbent shall in particular be required to perform the following duties:
Long Description
Assist the Chief of Section in coordinating and implementing the extra-budgetary projects’ activities and liaise with UN-offices and institutions: this includes drafting, reviewing and editing correspondence and any other projects related documents; prepare in-house communications and responses to queries in English, French and Spanish; analyze, register and distribute mail; ensure regular contacts with administrative focal persons in extra-budgetary partners and within UNESCO field offices, sectors and central services; prepare informal translations in English/French/Spanish; and ensure the constant follow-up of the above-mentioned tasks.
Assist in the organization of projects’ meetings, conferences, workshops and other events related to the above-mentioned partnership and associated projects; arrange for meeting facilities and equipment, make travel arrangements; prepare correspondence and assemble documents for participants and organize the distribution of the projects' communication materials and prepare event-related information for posting on websites.
Prepare draft contracts and purchase orders enter contract details using the automated financial management systems (FABS/DUO/SISTER); assure their follow-up as necessary; verify conformity of deliverables and prepare payment requests; organize missions by preparing mission requests and travel and accommodation arrangements following UNESCO's rules and regulations; coordinate the acquisition and maintenance of office equipment, materials and supplies.
Follow-up financial settlement of all expenses and report to the responsible Project management team.
Provide any other assistance to the Chief of Section if required for the purpose of the projects.

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 and/or vocational education.

Work Experience

A minimum of 3 years of relevant work experience in secretarial and administrative support tasks.
Experience in organizing events such as project's meetings, conferences, workshops.

Skills and competencies

Good interpersonal and communication skills, including ability to draft correspondence and correct documents in English and/or French.
Good organizational and coordination skills.
Ability to work as part of a team, to take initiatives and provide quality and timely support and services.
Ability to work in an international and multicultural environment with discretion, loyalty and diplomacy.
Flexibility to adjust work schedules; capacity to work effectively and meet the fixed time frames.
Good computer skills, including MS Office (Word, Excel, PowerPoint, Outlook, etc.).

Languages

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

DESIRABLE QUALIFICATIONS
Education

Advanced studies in secretarial and administration.

Work Experience

Experience within a United Nations common system or within an international organization.
Experience of operational projects implementation.

Skills and competencies

Knowledge of procedures as well as administrative practices in an international environment.
Knowledge of ERP systems.

Languages

Good knowledge (written and spoken) of Spanish language
Knowledge of another official UNESCO language (Arabic, Chinese 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.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

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