Senior Programme Assistant (Culture)

Post Number : CLT 127

Grade : G-6

Parent Sector : Culture Sector (CLT)

Duty Station: Paris

Job Family: Culture

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 21-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

The post is located in the Cultural Policies and Development Entity of the Culture Sector (CLT/CPD), under the overall authority of the Assistant Director-General for Culture (ADG/CLT) and the direct supervision of the Director of the Cultural Policies and Development Entity (DIR/CPD). This post provides effective administrative and financial coordination as well as programmatic quality control functions and support to the Entity, including monitoring of activities and related budget and expenditure, in line with the Programme and Budget (C/5).The post is located in the Cultural Policies and Development Entity of the Culture Sector (CLT/CPD), under the overall authority of the Assistant Director-General for Culture (ADG/CLT) and the direct supervision of the Director of the Cultural Policies and Development Entity (DIR/CPD). This post provides effective administrative and financial coordination as well as programmatic quality control functions and support to the Entity, including monitoring of activities and related budget and expenditure, in line with the Programme and Budget (C/5).

In particular, the incumbent shall:

• Review and ensure quality assurance and compliance with the corporate standards of the correspondence of the Director’s office; coordinate the dissemination of incoming/outgoing correspondence and ensure respect of deadlines in Correspondence Management system; maintain a database of the available documentation on Culture for Sustainable Development, make informal translations, establish and maintain electronic and print filing system for documents and correspondence according to the rules issued by the Archives and Records Team and the Sector; monitor work in progress and deadlines and follow-up on required actions.

Long Description

• Coordinate/prepare the relevant documentation, briefing materials, reports and other document; draft responses to written inquiries on a variety of routine and non-routine questions, including for the implementation of the 2030 Agenda for Sustainable Development; contribute to speeches, project documents, brochures; take notes and prepare minutes as required; develop and maintain the internal communication with the Entity ensuring the smooth flow of information and optimization of the Entity’s work and operations; create and update the platform on UNESTEAM for the Entity.

• Ensure the operational organization of events for cross-cutting initiatives through logistical and administrative planning, coordination and implementation of major events and activities related to Culture for Sustainable Development initiatives, processing and following-up on administrative actions, liaising with relevant central services for logistics, IT services, communication, web, security, protocol and conference services, maintaining contacts lists, and contributing to NICE, as well as acting as focal points for participants of meetings for their travel, documentation, access to events and payments of DSA as required and in full compliance with UNESCO rules and procedures; make travel/mission arrangements for CPD team, ensure organization of meetings involving CPD team members, notably regular teams meeting with UNESCO Field Office colleagues, and related logistical support.

• Participate in the preparation and monitoring of the Entity’s workplan and other documents for Governing Bodies by providing assistance in the interpretation of budget guidelines, reviewing and coordinating Entity submissions on proposals and budget estimates, ensuring that requisite information is included and justified in terms of proposed activities, monitoring and reporting on progress and proposing adjustments and updates, as necessary. Monitor contributions received, investigate anomalies/discrepancies and reconcile budgetary data, anomalies and imbalances with central services. Prepare regular and ad hoc budgetary/financial updates, reports, statistics and or projections on contributions to the Cultural Policies and Development Entity for use and scrutiny management. Provide information and specialized assistance to staff on the administrative/financial/budgetary rules and procedures associated with contribution to the CPD budget.

• Collect, compile, organize, analyze, summarize and present in various formats as required the information and data related to programmes, projects and activities linked to Culture for Sustainable Development from a variety of sources (Office files, statutory documents and records, projects progress reports, Internet, etc.); update the above-mentioned information and data regularly in order to complete quarterly the reporting of projects in Core Manager and other ad-hoc reports as requested by the Supervisor. Provide assistance in support of planning and implementation activities towards the implementation of the 2030 Agenda regarding Culture for Sustainable Development, their fundings and expenditures, maintain the relevant database to enable periodical reports of the financial status of projects and programmes, and develop estimate and cost budgets for activities, including contracts, travel, meetings, conferences, etc.

• Provide specialized administrative support in UNESCO application (DUO, Core Manager, IRIS, etc.) including regular monitoring of the CPD budget (Regular Programme and voluntary contributions). Initiate vendor creation, follow up on the implementation of the Entity contracts, monitor payment deadlines, verify the completeness of submitted documents and prepare payment requests when required, and ensure the timely execution of contracts by liaising with contractors under the supervision of the Director.

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 eight (8) years of relevant work experience in programme assistance, and/or administrative support tasks or related tasks, preferably in an international environment.

Skills & Competencies

• Good communication skills.
• 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.
• Excellent interpersonal skills and a strong sense of diplomacy, discretion and professional integrity
• 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

• Experience in researching, compiling and analysing data, as well as in database management.
• Experience in monitoring contributions and budgets of projects.

Skills and Competencies

• Familiarity with the work and general functioning of the United Nations system or an international organization.

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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 48 526 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.