Programme Assistant (Culture)

Post Number : CLT 078

Grade : G-5

Parent Sector : Culture Sector (CLT)

Duty Station: Paris

Job Family: Culture

Type of contract : Fixed Term

Duration of contract : 2 years renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 03-MAY-2024 

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

Only candidates who are entitled to work in France can apply to this position

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant Director-General for Culture (ADG/CLT), the general supervision of the Chief of the Executive Office (Chief/EO) and the direct supervision of the Head of the Communication and Global Monitoring Unit, and in close consultation with the respective Culture Conventions’ Secretariats, the incumbent is part of the Events Management Team of the Unit and oversees general office support in the organization of statutory meetings and delivery of a range of administrative processes, notably those regarding travel assistance, invitation and registration of participants, and meeting organization.

• Ensure, coordinate and monitor the travel arrangements of the participants from State Parties, members of the Secretariat and experts in the events of the Culture Sector and statutory meetings of the Culture Conventions by liaising with relevant travel agents and the Administrative Office of the Culture Sector (CLT/AO) as well as relevant UNESCO central services, notably ADM, to ensure that the organization obtains the best service and price for all travel. Liaise and exchange information with Protocol as required, in order to facilitate the visa process for participants. Process travel claims in accordance with the UNESCO regulations, rules and procedures.

Long Description

• In collaboration with team members, assist in organizing the statutory meetings of the Culture Conventions and events by exchanging information with ADM/CLD (Division of Conferences, Languages and Documents) regarding the reservation of meeting premises at Headquarters and coordinating the logistical preparation of meetings and events related to the Culture Sector’s programmes and activities. Initiate administrative processes in close coordination with all relevant Entities and Units, notably CLT/AO.

• Provide elements for the preparation of travel budgets and maintain travel budgetary control records by verifying the completeness and correctness of payments. Provide support in the timely preparation of all related administrative documents for the meetings, ensuring that all necessary material arrangements are put in place to guarantee a quality service.

• Prepare invitation letters for statutory meetings and events in line with the guidance received by the respective Culture Conventions’ Secretariat; Support the process for registration of participants by preparing templates and lists; Ensure welcome desk presence and monitor the registration during the meetings and events; Provide guidance and information to participants on procedures and processes.

• Provide feedback to the supervisor contributing to improving efficiency in providing travel assistance. Provide inputs to travel-related planning and consolidation of activity reports. Contribute to the planning activities of the Events Management Team of the Unit. Provide guidance and advice to the Culture Sector’s Entities on the organization of meetings and events.

COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical or vocational school.

Work Experience

• Minimum of five (5) years of relevant work experience in programme assistance, and/or administrative support tasks or related tasks, preferably in an international environment.

Skills & Competencies

• Good interpersonal and communication skills.
• Good skills in drafting correspondence and documents in English and French, with strong attention to detail.
• Good organizational and coordination skills with the ability to take initiative, establish priorities and monitor own work plans.
• Ability to work under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Diplomacy and politeness in dealing with external and internal partners requesting information.
• Ability to work efficiently in a multi-cultural environment, with team spirit.
• Good IT skills, including MS Office software (Word, Excel, Outlook, PowerPoint etc.).

Languages

• Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.

DESIRABLE QUALIFICATIONS

Work Experience

• Relevant work experience in an international environment/organization/institution.

Languages

• Knowledge of another/other official UNESCO language(s) (Arabic, Chinese, Russian and/or Spanish).

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.

The approximate annual starting salary for this post is 43 734 Euros.

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

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.