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OVERVIEW
Post Number : CI 030
Grade : G-5
Parent Sector : Communication and Information Sector (CI)
Duty Station: Paris
Job Family: General Administrative Support
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 24-MAR-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France may apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Assistant Director-General for Communication and Information (ADG/CI) and the immediate supervision of the Director of the Division for Freedom of Expression, Media Development and Media and Information Literacy (CI/FMD) and Secretary of the International Programme for the Development of Communication (IPDC), the incumbent will coordinate and perform a full range of secretarial, office and management support, administrative tasks and provide direct assistance to the Director in order to ensure quality and consistency of the flow of Division work and information management (programme monitoring and budget/financial administration) of the Division CI/FMD and IPDC.
In particular, the incumbent shall be required to perform the following duties:
General support to CI/FMD and IPDC Secretariat:
- Maintain the Director’s agenda, screen requests for appointments according to their nature and urgency, schedule/reschedule, monitor and confirm appointments.
- Assist the IPDC Secretariat by administering the IPDC Secretariat mailbox, and coordinating the reception of IPDC project proposals and implementation reports; liaising with DBS when necessary for the smooth running of the project submission process.
- Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports and tables to document/transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; maintain mailing lists and other contact lists.
- Attend meetings, prepare minutes, and monitor follow-up activities.
Administrative support to IPDC Secretariat:
- Coordinate and lead the logistical and administrative organization of the two statutory meetings of the IPDC as well as provide secretarial support services for high-level meetings, service- or organization-wide training and special projects/events.
- Prepare list of participants, draft invitation letters, make arrangements for formal editing, translation, etc., of documents and publications, process requests for webcasting, recording and transcription of debates.
- Arrange meeting facilities, compile documents and organize travels for participants.
- Carry out quality control functions for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation and style.
Long Description
Programme Administration CI/FMD and IPDC Budget:
- Track and report on the status of programme activities; prepare project evaluations information, reviewing budgetary data/information; monitor the budget of the projects and programme activities within CI/FMD and the IPDC Secretariat in compliance with programme and budgetary requirements and financial regulations; alert the supervisor of errors/omissions/discrepancies observed and undertake corrective action.
- Collate information and draft regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by management/staff as well as donors.
- Track, retrieve, research files, reports, other records and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information linked to IPDC and CI/FMD.
- Initiate a variety of contractual documents using examples or templates and initiate contracts as approved by responsible officer.
Logistical support:
- Perform a variety of administrative duties (e.g., leave and attendance recording, arrangements for meetings and other events, reservations, budget preparation and follow-up, etc.).
- Coordinate with other units to ensure smooth running and expedition of work within the Division (e.g. following up contract extensions and requests for temporary staff).
- Orient new staff to relevant administrative procedures and practices and provide general assistance to other office support staff as required.
- Create and maintain the Division filing and reference systems.
- Periodically review the efficiency of office procedures and make recommendations for improvement.
- Update office websites, knowledge management tools/databases etc.
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 and/or vocational education.
Work Experience
- A minimum of five (5) years of relevant work experience in providing programme management and administrative support or related tasks, preferably in an international organization.
- Experience supporting a supervisor with senior managerial responsibility and/or high-level officials.
- Experience in budget/financial administration and programme management of a multinational funded project.
Skills & Competencies
- Excellent organizational and coordination skills with ability to take initiative, establish priorities and monitor own work plans.
- Excellent writing, editing and oral communication skills in English or French.
- High attention to detail with excellent time management skills.
- Capacity to work effectively within tight deadlines and flexibility to adjust work schedules.
- Excellent knowledge of IT Tools with demonstrated proficiency in Microsoft Office tools, and proficiency in Microsoft Excel or other financial spreadsheet applications.
- Proficiency in the use of finance modules of ERP such as SAP.
- Tact, discretion, strong service-oriented skills and ability to deal efficiently and tactfully with partners and stakeholders.
- Ability to establish excellent working relationships within a multicultural team.
Languages
- Excellent knowledge of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Education
- Training or Certification in the field of administration, finance, accounting, and/or management.
Work Experience
- Experience in monitoring contributions and budget of projects.
- Experience in managing projects funded by Voluntary Contributions.
Skills & Competencies
- Familiarity with the work and general functioning of the United Nations system or an international organization.
- Knowledge of UNESCO rules, financial and administrative procedures, systems and standard practices.
Languages
- Knowledge of other official languages of UNESCO (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.
Please note that UNESCO is a non-smoking Organization.
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