Programme Assistant

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Chief of Section for Inclusion, Rights, and Intercultural Dialogue within the Social and Human Sciences Sector, and direct supervision from the Programme Specialist responsible for the Intercultural Dialogue workstream, the incumbent will support administrative management of the the Intercultural Dialogue workstream’s operations and activities, with a principle focus on the ‘Fostering Positive Social Transformations in AlUla’ project, as follows:

General Administrative Support

• Draft and prepare routine correspondence, memoranda, and non-substantive reports, including managing input for briefings;
• Maintain confidential and general files and manage file and reference systems, including the shared online working space and collaborative working tools;
• Review draft documentation for external audiences (reports, briefings etc.), verifying overall accuracy and consistency;
• Provide guidance and interpretation on human resourcing issues and related administrative procedures (including those related to the recruitment of staff, secondees, and interns);
• In collaboration with team members, assess and support administrative needs and arrangements for meetings and events.

Knowledge Management

• Facilitate the flow and organization of knowledge and information between Programme Staff in the team, and relevant internal and external partners (including the Royal Commission for AlUla for the ‘Fostering Positive Social Transformations in AlUla’ project), including maintaining the shared filing system in Microsoft Sharepoint/Teams, as well as other collaborative working tools (such as the shared team planner)

Financial and Budget Support

Budget management

• Assist and inform the supervisor on financial statuses, using information systems and reporting;
• Record and reconcile accounting transactions;
• Follow up on budgetary transactions;
• Monitor and control commitments and expenditures.

Contract management

• Assist with the process of vendor registration, and manage accurate and update vendor information as per UNESCO’s standard procedures;
• Support the preparation of Terms of Reference (TORs) for selected vendors/suppliers/consultants/service providers, and assist with the preparation of draft contracts (including following up on internal validation processes), in compliance with UNESCO’s procedures, rules, and regulations;
• Verify contractual supporting documents, responsibilities, deliverables, mandatory reporting, fund transfer modalities, and conditions for collaboration;
• Follow up on the issuance of payments to vendors/suppliers/consultants/service providers.

Travel management

• Assist and provide guidance in the preparation (ticketing, accommodation, security arrangements, and internal clearances) and follow up (ensuring circulation of mission reports, closing missions in the internal system) for the official travel of the team, including ensuring all internal processes and regulations are followed.

Miscellaneous

• Perform any additional secretarial or administrative tasks that may be required to ensure the success of the work of the team.

REQUIRED QUALIFICATIONS

Education

• Minimum of a high school diploma

Work Experience

• Minimum of two (2) years of relevant work experience in secretarial and administrative support, preferably in an international environment

Skills/Competencies

• Experience in provision of programme and administrative support;
• Excellent organizational and coordination skills;
• Excellent interpersonal communication skills, including drafting skills;
• Excellent computer skills (including on Microsoft Office 365 applications);
• Capacity to handle information objectively, precisely, and confidentially;
• Ability to perform tasks in an autonomous manner;
• Flexibility in adjusting to work schedules and setting priorities, and to manage multiple tasks;
• Ability to show tact and discretion in dealing with high-ranking officials and with confidential matters and materials.

Languages

• Excellent knowledge (written and spoken) of English, and good knowledge of French

Source: https://careers.unesco.org/job/Paris-Programme-Assistant-(Social-and-Human-Sciences)/798922502/