Join UNESCO : Administrative Assistant Opportunity 48526 Euro
Senior Administrative Assistant
Overview
- Post Number: ED/PA 241
- Grade: G-6
- Parent Sector: Education Sector (ED)
- Duty Station: Paris
- Job Family: Education
- Type of Contract: Project Appointment
- Duration of Contract: 1 year
- Recruitment Open to: Internal and external candidates
- Application Deadline: 01-JUL-2024 (EXTENDED)
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Duration of Contract: 1 year, with possibility of extension subject to availability of funds and satisfactory performance.
Overview of the Functions of the Post
The Senior Administrative Assistant will play a crucial role within the Education Sector at UNESCO, specifically supporting the operations of the Global Education Monitoring Report (GEM Report). This annual report is a cornerstone in assessing global progress towards achieving Sustainable Development Goal 4 (SDG 4), which aims to ensure inclusive and equitable quality education for all by 2030. Funded by a consortium of governments, multilateral agencies, and foundations, the GEM Report provides evidence-based insights and advocacy tools to support educational policy-making worldwide.
I. Background
The Global Education Monitoring Report (GEM Report) is an editorially independent, authoritative, evidence-based annual report that monitors progress in education under the SDGs. Since its inception in 2002, the GEM Report has been a critical resource for the international community, advocating for inclusive and quality education globally. The report’s mandate was reaffirmed in the Incheon Declaration of the World Education Forum in 2015, solidifying its role in shaping educational policies and fostering lifelong learning opportunities.
II. Duties and Responsibilities
Reporting to the Assistant Director-General for Education and working under the direct supervision of the GEM Report Director and the Team Lead for Partnerships and Operations, the Senior Administrative Assistant will provide advanced administrative support across several key areas:
Procurement and Contracts Management:
The Senior Administrative Assistant will serve as the primary focal point for procurement activities within the GEM Report team. This includes ensuring compliance with UNESCO’s administrative regulations, policies, and guidelines regarding procurement processes. The role involves monitoring procurement metrics, analyzing process efficiencies, and recommending best practices to streamline operations. Additionally, the assistant will provide guidance and support to GEM Report staff on procurement matters, ensuring adherence to established rules and procedures.
Key responsibilities include:
- Acting as the primary liaison for procurement matters, staying abreast of UNESCO’s administrative regulations and policies.
- Monitoring and analyzing procurement performance metrics to identify bottlenecks and areas for improvement.
- Providing expert advice and assistance to managers and staff on procurement processes and compliance issues.
- Managing end-to-end procurement activities for the GEM Report team, including planning, execution, and closure of contracts for research, partnerships, and operational support.
- Supporting the negotiation and establishment of non-standard contracts and partnership agreements, ensuring alignment with organizational goals and regulatory requirements.
- Coordinating procurement file completion, drafting recommendations, and obtaining necessary approvals, including engagement with the UNESCO contracts committee.
- Overseeing contract payments, renewals, and extensions, ensuring timely and cost-effective management of financial transactions.
- Collaborating with central service departments, such as Human Resources Management (HRM) and Budget and Finance Management (BFM), to address procurement-related inquiries and ensure policy compliance.
Human Resources Management:
The Senior Administrative Assistant will provide comprehensive support in human resources management for the GEM Report team. This includes facilitating recruitment processes, maintaining accurate HR records, and ensuring compliance with UNESCO’s HR policies and guidelines. The assistant will collaborate closely with HRM and other central service departments to streamline staffing procedures and support organizational objectives.
Key responsibilities include:
- Managing the recruitment process for GEM Report staff, from job description revisions and vacancy announcements to candidate screening and interview coordination.
- Ensuring alignment of job descriptions and terms of reference (ToRs) with UNESCO’s policies and guidelines.
- Facilitating tests and interview panels, preparing recommendations for candidate selection, and overseeing the onboarding process for new hires.
- Maintaining up-to-date HR records and databases, ensuring accuracy and compliance with regulatory requirements.
- Serving as a point of contact for HR-related inquiries and collaborating with central service departments to resolve issues and interpret policies effectively.
Budget Management:
The Senior Administrative Assistant will support budgetary planning and management efforts within the GEM Report team. This role involves tracking expenditures, developing cost projections, and assisting in financial reporting activities to ensure transparency and accountability in budget management.
Key responsibilities include:
- Monitoring and documenting expenses related to different contract types and operational units within the GEM Report team.
- Supporting the development and maintenance of delivery chain mapping, outlining financial flows and resource allocations.
- Assisting in the preparation of budgetary forecasts and cost estimates for project outputs and operational activities.
- Collaborating with team members to compile financial data, analyze expenditure trends, and prepare reports for internal and external stakeholders.
- Ensuring adherence to UNESCO’s financial regulations and guidelines, contributing to the effective utilization of budgetary resources.
Administration:
In addition to procurement, HR, and budget management responsibilities, the Senior Administrative Assistant will oversee various administrative functions critical to the smooth operation of the GEM Report team.
Key responsibilities include:
- Managing GEM Report assets, including equipment, furniture, and software licenses, ensuring proper inventory control and asset management practices.
- Coordinating logistical arrangements for meetings, workshops, and events hosted by the GEM Report team, including venue booking, catering services, technical support, and travel arrangements.
- Providing backstopping support to the Senior Communications Assistant in organizing and executing communication activities, such as preparing meeting agendas, drafting correspondence, and managing document workflows.
- Handling miscellaneous administrative tasks, including office supply management, processing procurement requests, and facilitating ad hoc purchases as needed.
- Ensuring compliance with UNESCO’s administrative policies and procedures, maintaining high standards of operational efficiency and effectiveness.
Competencies (Core / Managerial)
The Senior Administrative Assistant will demonstrate proficiency in a range of core and managerial competencies essential for effective performance in an international organization setting:
- Accountability (C): Takes responsibility for own actions and manages assigned tasks with integrity and professionalism.
- Communication (C): Effectively conveys information and ideas verbally and in writing, demonstrating clarity, coherence, and diplomacy.
- Innovation (C): Proposes creative solutions to operational challenges, fostering continuous improvement and adaptive strategies.
- Knowledge Sharing and Continuous Improvement (C): Promotes knowledge exchange and learning among team members, contributing to organizational growth and development.
- Planning and Organizing (C): Develops clear goals, prioritizes tasks, and manages resources efficiently to achieve objectives within specified timelines.
- Results Focus (C): Demonstrates commitment to achieving measurable outcomes and delivering high-quality results in line with organizational priorities.
- Teamwork (C): Collaborates effectively with colleagues and stakeholders, fostering a supportive work environment based on mutual respect and shared goals.
- Professionalism (C): Upholds ethical standards, demonstrates respect for diversity, and maintains confidentiality in handling sensitive information.
Required Qualifications
Education:
- Completed secondary, technical, or vocational school education.
Work Experience:
- Minimum eight (8) years of progressively responsible experience in procurement, finance, or program management in an international or multicultural environment.
- Demonstrated experience in project management, procurement, and contract management.
Skills and Competencies:
- Expert knowledge of UN financial regulations, administrative procedures, and procurement principles.
- Excellent drafting skills in English and French, with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and administrative applications such as SAP.
- Strong communication, interpersonal, analytical, and problem-solving skills, with the ability to work independently and collaboratively in a multicultural team environment.
- Attention to detail and ability to prioritize tasks effectively, demonstrating flexibility and adaptability in managing work schedules and priorities.
Languages:
- Excellent command of French and English languages, both spoken and written.
Desirable Qualifications
Education:
- Advanced university degree in business administration, international development, public administration, or related field.
Languages:
- Proficiency in another official UN language (Arabic, Chinese, Spanish, Russian) would be an asset.
Benefits and Entitlements
UNESCO offers competitive salaries and benefits to its staff, including 30 days of annual leave, family allowance, medical insurance, pension plan, and other entitlements.
Selection and Recruitment Process
Candidates will be evaluated based on the criteria outlined in the vacancy notice, which may include assessments and competency-based interviews. UNESCO employs various communication technologies, such as video conferencing and email correspondence, for candidate assessments and evaluations.
Keywords:
UNESCO, Senior Administrative Assistant, GEM Report, procurement, budget management, human resources, administration, international organization, SDGs, Sustainable Development Goals, Paris, UNESCO regulations, project management, bilingual, English, French.
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UNESCO is committed to promoting diversity, gender parity, and equitable geographical representation among its staff. Candidates from non- and under-represented Member States, as well as individuals from minority and indigenous groups and persons with disabilities, are encouraged to apply. All applications will be treated with the utmost confidentiality.
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