PROGRAMME ASSISTANT

Paris

Under the overall authority of the Assistant Director-General of the Education Sector, overall guidance of the Director of the Division for Policy and Lifelong Learning Systems (ED/PLS) and the direct supervision of the Chief of the Section of Youth, Literacy and Skills Development (ED/PLS/YLS), the Programme Assistant shall provide administrative and programme management support for the smooth and efficient organization and delivery of programme/project results of the YLS Section. In particular, the incumbent will provide a full range of office as well as administrative and management support as follows\:

  • Provide general office assistance to the Section and secretarial functions to the Chief of Section\: prepare paper work; submit and prepare requests for approval of HR related matters (temporary assistance, processing visas, security cards); prepare meeting minutes; make travel arrangements; troubleshoot administrative problems (telephone, computer, office supplies); receive, register, review and draft correspondence/e-mails/documents; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; transmit administrative or budgetary information to relevant team members; maintain mailing/contact lists; manage the filing system.
  • Provide support to programme administration of the Section\: prepare budgetary monitoring information; initiate contractual documents; prepare supporting documents for travel arrangements, contract approval and payment in compliance with programme and budgetary requirements and financial regulation; alert the supervisor of errors/omissions/discrepancies observed and undertake corrective action.
  • Assist in the implementation of programmes/projects/activities of the Section\: track, retrieve, research files, reports, other records and past practices; gather and collate background information; prepare and format presentations, reports, according to standards and formats.
  • Provide administrative and organizational support for events/meetings/workshops/seminars including all aspects of logistic arrangements and follow up\: prepare participation list, process requests for translation and coordinate the delivery of translation services, print and dispatch information documents (for statutory meetings), complete forms and process requests for reservation of room, webcasting, recording, transcription of debates.
  • Provide guidance to staff on relevant administrative procedures and practices, automated systems, computer applications, etc.

EDUCATION

  • Completed secondary general, technical and/or vocational education.

 

WORK EXPERIENCE

  • At least 5 years of relevant work experience in administrative and/or secretarial tasks, of which at least 2 years working for a supervisor with managerial responsibility.
  • Experience in programme support in an international environment.

SKILLS/COMPETENCIES

  • Excellent interpersonal and communication skills including drafting skills.
  • Excellent organisation and coordination skills.
  • Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Ability to work as part of a team and to provide quality and timely support and services.
  • Flexibility to adjust work schedules and priorities; capacity to work effectively under pressure.
  • Knowledge of UNESCO’s work in the field of Education 
  • Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.). 

LANGUAGES

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

EDUCATION

  • Specialized training/certification in secretarial and/or administration.

WORK EXPERIENCE

  • Familiarity of UN system or the administrative operation of UN agencies.

SKILLS/COMPETENCIES

  • Excellent proofreading skills.
  • Excellent knowledge of the format and protocols of formal communications.
  • Knowledge of UNESCO rules, administrative procedures and standard practices.

LANGUAGES

  • Good knowledge of Spanish.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Paris
  • Grade: GS-5, General Service
  • Occupational Groups:
    • Development Cooperation
  • Closing Date: 2016-12-14

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