Vacancies

PROGRAM ASSISTANT OPPORTUNITY AT UNESCO. 2024

July 13, 2024

9 minutes read

Overview

Parent Sector: Social and Human Sciences Sector (SHS)

Duty Station: Paris

Job Family: Administration

Type of Contract: Non Staff

Level: Level 2

Duration of Contract: 1 year

Recruitment Open To: Internal and External Candidates

Application Deadline (Midnight Paris Time): 25 July 2024

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

About UNESCO

The United Nations Educational, Scientific, and Cultural Organization (UNESCO) is a specialized agency of the United Nations aimed at promoting world peace and security through international cooperation in education, the sciences, and culture. UNESCO’s programs contribute to the achievement of the Sustainable Development Goals defined in Agenda 2030, adopted by the UN General Assembly in 2015.

Mission and Vision

UNESCO’s mission is to contribute to the building of peace, the eradication of poverty, sustainable development, and intercultural dialogue through education, the sciences, culture, communication, and information. UNESCO’s vision is a world where knowledge and education lead to inclusive, just, and peaceful societies.

The Social and Human Sciences Sector (SHS) of UNESCO works to advance knowledge, standards, and intellectual cooperation in the areas of social and human sciences. SHS aims to support countries in promoting human rights, peace, and sustainable development through various programs and initiatives.

Overview of the Functions of the Post

The Programme Assistant position within the Social and Human Sciences Sector offers an exciting opportunity to contribute to UNESCO’s mission by supporting the administrative management of the Intercultural Dialogue workstream. This role will involve working closely with the team to ensure the efficient operation of the workstream’s activities, with a particular focus on the “Fostering Positive Social Transformations in AlUla” project.

Key Responsibilities:

General Administrative Support:
Drafting and preparing routine correspondence, memoranda, and non-substantive reports.
Managing confidential and general files and maintaining file and reference systems.
Reviewing draft documentation for external audiences, ensuring accuracy and consistency.
Providing guidance on administrative procedures and human resourcing issues.
Assessing and supporting administrative needs for meetings and events.
Knowledge Management:
Facilitating the flow of information between team members and partners.
Maintaining the shared filing system and collaborative working tools.
Financial and Budget Support:
Assisting with budget management and financial status updates.
Recording and reconciling accounting transactions.
Following up on budgetary transactions and controlling commitments and expenditures.
Managing contracts and vendor information.
Preparing Terms of Reference and draft contracts.
Verifying contractual documents and issuing payments to vendors.
Travel Management:
Assisting with the preparation and follow-up of official travel arrangements.
Ensuring compliance with internal processes and regulations.
Miscellaneous:
Performing additional secretarial or administrative tasks as needed.

Detailed Responsibilities

General Administrative Support:

The Programme Assistant will play a crucial role in ensuring the smooth operation of the Intercultural Dialogue workstream by providing comprehensive administrative support. This includes drafting routine correspondence, preparing memoranda, and generating non-substantive reports. The incumbent will manage both confidential and general files, ensuring that the file and reference systems are well-organized and up-to-date.

Additionally, the Programme Assistant will review draft documentation intended for external audiences, such as reports and briefings, to verify their accuracy and consistency. This role also involves providing guidance and interpretation on human resourcing issues and related administrative procedures, including the recruitment of staff, secondees, and interns. The Programme Assistant will collaborate with team members to assess and support the administrative needs for various meetings and events, ensuring they are well-organized and run smoothly.

Knowledge Management:

Effective knowledge management is essential for the success of the Intercultural Dialogue workstream. The Programme Assistant will facilitate the flow and organization of knowledge and information between programme staff and relevant internal and external partners, including the Royal Commission for AlUla. This involves maintaining the shared filing system in Microsoft SharePoint/Teams and other collaborative working tools, such as the shared team planner. By ensuring that information is readily accessible and well-organized, the Programme Assistant will help to enhance the efficiency and effectiveness of the team’s work.

Financial and Budget Support:

The Programme Assistant will provide vital financial and budget support to the team. This includes assisting the supervisor with financial status updates using information systems and reporting tools. The incumbent will record and reconcile accounting transactions, follow up on budgetary transactions, and monitor and control commitments and expenditures.

In terms of contract management, the Programme Assistant will assist with the process of vendor registration, manage accurate and updated vendor information, and support the preparation of Terms of Reference (TORs) for selected vendors, suppliers, consultants, and service providers. The role also involves preparing draft contracts, verifying contractual documents, and following up on the issuance of payments.

Travel Management:

The Programme Assistant will assist with the preparation and follow-up of official travel arrangements for the team. This includes handling ticketing, accommodation, security arrangements, and internal clearances. The incumbent will ensure that all internal processes and regulations related to travel management are followed and that mission reports are circulated and closed in the internal system.

Miscellaneous:

In addition to the core responsibilities outlined above, the Programme Assistant will perform any additional secretarial or administrative tasks that may be required to support the success of the team’s work. This may include a variety of tasks based on the specific needs of the workstream and the organization.

Competencies (Core / Managerial)

Accountability (C): Taking responsibility for one’s actions and decisions, and being reliable and trustworthy in fulfilling duties.
Communication (C): Conveying information clearly and effectively, both orally and in writing, to diverse audiences.
Innovation (C): Seeking and implementing creative solutions to problems and challenges.
Knowledge Sharing and Continuous Improvement (C): Promoting a culture of knowledge sharing and continuous improvement.
Planning and Organizing (C): Developing clear goals, setting priorities, and planning and organizing work effectively.
Results Focus (C): Achieving high-quality results and delivering on commitments.
Teamwork (C): Working collaboratively with others to achieve common goals and fostering a cooperative work environment.

For detailed information, please consult the UNESCO Competency Framework.

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:

Programme and Administrative Support: Experience in providing programme and administrative support.
Organizational and Coordination Skills: Excellent organizational and coordination skills.
Interpersonal Communication Skills: Excellent interpersonal communication skills, including drafting skills.
Computer Skills: Proficiency in Microsoft Office 365 applications.
Information Handling: Capacity to handle information objectively, precisely, and confidentially.
Autonomy: Ability to perform tasks in an autonomous manner.
Flexibility: Flexibility in adjusting to work schedules and setting priorities, and managing multiple tasks.
Tact and Discretion: Ability to show tact and discretion in dealing with high-ranking officials and confidential matters and materials.

Languages:

Excellent knowledge (written and spoken) of English and good knowledge of French.

Desirable Qualifications

Work Experience:

UN System Familiarity: Familiarity with the UN system or administrative operations of UN agencies.
Budgeting Systems: Familiarity with budgeting systems, including SAP.
International Environment Experience: Relevant work experience in an international environment/organization/institution.
Communication Materials Drafting: Experience in drafting communication materials.

Skills/Competencies:

Copy-Editing and Proofreading: Excellent copy-editing and proofreading skills.
Knowledge of UNESCO Procedures: Knowledge of UNESCO rules, administrative procedures, systems, and standard practices.

Languages:

Knowledge of Arabic would be a significant asset.

Selection and Recruitment Process

All candidates must complete an online application and provide complete and accurate information. The evaluation of candidates is based on the criteria established in the vacancy notice and may include tests and/or assessments, as well as a competency-based interview.

Application Process:

Submit Your Application: Click on ‘apply now’ on this page to complete your online application.
Provide Complete Information: Ensure all information is accurate and complete.

Contract Details:

Type of Contract: Service Contract (level 2E) with UNESCO.
Salary: The gross monthly salary for this role is approximately 2,497 euros.
Benefits: Various benefits and entitlements will be offered, details of which can be found on the UNESCO Careers Website.

Commitment to Excellence and Diversity

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. The organization 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 dedicated to achieving workforce diversity in terms of gender, nationality, and culture.

Encouragement for Diverse Applications:

Underrepresented Member States: Candidates from non- and under-represented Member States are particularly welcome and strongly encouraged to apply.
Minority Groups and Persons with Disabilities: Individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply.
Confidentiality: All applications will be treated with the highest level of confidentiality.
Mobility Requirement: Worldwide mobility is required for staff members appointed to international posts.

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

Life at UNESCO

Working at UNESCO means being part of an international team that is dedicated to making a difference in the world. With headquarters in Paris and field offices around the globe, UNESCO offers a diverse and dynamic work environment where staff members can grow professionally and contribute to meaningful projects.

Work Environment:

The UNESCO headquarters in Paris is located in the 7th arrondissement, near the Eiffel Tower. The work environment is multicultural and inclusive, with staff members from all over the world collaborating on projects that aim to improve education, science, culture, and communication. The organization promotes a culture of learning and development, offering various opportunities for staff members to enhance their skills and advance their careers.

Professional Development:

UNESCO is committed to the professional development of its staff. The organization offers a range of training programs and workshops to help employees enhance their skills and knowledge. Staff members are encouraged to take advantage of these opportunities to grow within the organization and advance their careers. Additionally, UNESCO supports staff members in pursuing further education and obtaining certifications relevant to their roles.

Work-Life Balance:

UNESCO values work-life balance and strives to create a supportive work environment where employees can achieve a healthy balance between their professional and personal lives. The organization offers flexible working arrangements, including telecommuting options, to help staff members manage their work and personal commitments. UNESCO also provides various wellness programs and resources to support the well-being of its employees.

The Impact of Your Work

As a Programme Assistant in the Social and Human Sciences Sector at UNESCO, your work will have a direct impact on the organization’s mission to promote peace, social justice, and sustainable development. By supporting the administrative management of the Intercultural Dialogue workstream, you will contribute to initiatives that foster positive social transformations and promote intercultural understanding.

Intercultural Dialogue:

The Intercultural Dialogue workstream aims to promote mutual understanding, tolerance, and respect among different cultures. Through various projects and initiatives, UNESCO seeks to create spaces for dialogue and exchange, where people from diverse backgrounds can come together to discuss common challenges and find solutions. As a Programme Assistant, you will play a key role in supporting these efforts by ensuring the smooth operation of the workstream’s activities.

Fostering Positive Social Transformations in AlUla:

One of the key projects you will support is the “Fostering Positive Social Transformations in AlUla” project. This initiative aims to promote social cohesion and sustainable development in the AlUla region of Saudi Arabia. By providing administrative support to this project, you will help to advance UNESCO’s mission in the region and contribute to the broader goals of peace and development.

Why Apply?

Joining UNESCO as a Programme Assistant offers numerous benefits and opportunities for professional growth. Here are some compelling reasons to consider applying for this position:

Meaningful Work: Contribute to initiatives that promote peace, social justice, and sustainable development.
International Environment: Work in a multicultural and inclusive environment with colleagues from around the world.
Professional Development: Take advantage of training programs and workshops to enhance your skills and advance your career.
Work-Life Balance: Enjoy flexible working arrangements and wellness programs that support your well-being.
Diverse and Inclusive Workplace: Be part of an organization committed to diversity, inclusion, and gender parity.

Testimonials from Current Employees

Maria, Programme Specialist:

“Working at UNESCO has been an incredibly rewarding experience. The organization’s mission aligns with my values, and I feel proud to contribute to initiatives that make a positive impact in the world. The supportive work environment and opportunities for professional development have allowed me to grow both personally and professionally.”

Ahmed, Administrative Assistant:

“UNESCO’s commitment to diversity and inclusion is truly commendable. As an employee, I feel valued and respected for who I am. The organization provides a range of resources and support systems that help me achieve a healthy work-life balance, and the multicultural environment enriches my work experience.”

Conclusion

Joining UNESCO as a Programme Assistant in the Social and Human Sciences Sector offers an exceptional opportunity to contribute to meaningful social transformations. You will be part of a dynamic team dedicated to fostering positive social changes through intercultural dialogue and inclusive policies. If you are an organized, proactive individual with a passion for international development and administrative excellence, we encourage you to apply for this role.

Apply Today: Take the next step in your career by applying for the Programme Assistant position at UNESCO. Join us in our mission to build peace through international cooperation in education, the sciences, and culture.

Keywords: UNESCO, Programme Assistant, Social and Human Sciences, Paris, administrative support, intercultural dialogue, financial management, contract management, travel management, knowledge management, international environment, organizational skills, communication skills, flexibility, discretion, diversity, inclusion, high school diploma, English, French, Arabic, UN system, budgeting systems, SAP, professional development, work-life balance.

This job post not only provides comprehensive details about the role and responsibilities but also offers insights into UNESCO’s mission, work environment, and the impact of the position. It emphasizes the importance of diversity, inclusion, and professional development, making it a compelling and attractive opportunity for potential candidates.