Administrative Assistant

Job title:

Administrative Assistant

Company:

UNESCO

Job description

OVERVIEWParent Sector : Intergovernmental Oceanographic Commission (IOC)Duty Station: ParisClassification of duty station: [[filter12]]Standard Duration of Assignement : [[filter13]]Job Family: AdministrationType of contract : Non StaffLevel : Level 4Duration of contract : From 1 to 6 monthsRecruitment open to : External candidatesApplication Deadline (Midnight Paris Time) : 14 October 2024UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, ProfessionalismOVERVIEW OF THE FUNCTIONS OF THE POSTThe IOC Project Office for IODE, Oostende, Belgium coordinates the International Oceanographic Data and Information Exchange (IODE) programme as well as the coordination of IOC capacity development.The incumbent will work under the overall authority of the Executive Secretary of the IOC, and direct supervision of the Head of the IOC Project Office for IODE, based in Oostende, Belgium. He/she will provide secretarial and administrative support to the Project Office and work closely with the IOC Operational Support Unit based at UNESCO/IOC Headquarters, Paris.General Administration:

• Draft and prepare routine correspondence, memoranda and non-substantive reports.
• Maintain confidential and general files and manage file and reference systems.
• Assist in the preparation of budgetary and financial reports, statistics, or projections for head of section’s use.
• Review draft reports, verify overall accuracy and consistency and cross-check consistency of figures.
• Provide guidance and interpretation on HR-related initiatives and administrative rules, regulations and procedures (e.g. recruitment of staff, secondments and interns).
• Schedule and organize inter-sessional meetings, both in person and on-line.
• In collaboration with team members, assess administrative support needs for meetings and events, travel document processing, publication production, consultants and coordinate office support services for the same.

Travel and Meetings:

• Staff Travel: assist and provide guidance in the preparation of travel plans, processing visas, security clearance and other documentation. Initiate travel authorization and make travel arrangements for team staff and relevant IODE and CD experts.
• Meeting travel: assist in the planning and implementation of IODE and CD meetings and other events including meeting room arrangements, participant travel, communication, documentation posting on IODE and CD web sites, etc;

Contracting:

• Verify contractual files and supporting documents, partner roles, responsibilities, deliverables, mandatory reporting and assurance mechanisms, funds transfer modalities and conditions for collaboration;
• Carry out control checks on all contracts and funds reservations to ensure proposed commitment complies with policy, procedures and administrative process details, and steps are followed’
• Request payments after consultation of responsible programme specialist on submission of required deliverables.

Finance:

• Assist and inform t on financial statuses, by using information systems and reporting;
• Record and reconcile accounting transactions;
• Maintain specific accounts, calculate and compile financial data and prepare routine reports;
• Monitor and control commitments and expenditures;
• Keep track of budget levels, contract end dates, and alert the supervisor to avoid potential shortfalls in funds (validating information and identifying any errors or irregularities);

Communication:

• Coordinate and share relevant information with the IODE and/or CD communities as requested by colleagues at the IOC Project Office for IODE using the oceanexpert.org mailing system and other mailing applications;
• Verify and keep up to date the information on the website, iode.org, ioc-cd.org based on input received from staff at the IOC Project Office for IODE
• Manage inputs and perform quality control of the oceanexpert.org contact database system, including contact lists, event details, meeting information, reports and news items;

Additional activities that may be required to ensure the success of the work of the team.Provide back-up assistance to other Program/Project assistants in their absence.COMPETENCIES (Core / Managerial)Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)–For detailed information, please consult the .REQUIRED QUALIFICATIONSEducation

• Completed secondary, technical or vocational school education.

Work Experience

• At least three (3) years of relevant work experience in programme assistance, and/or administrative support tasks or related tasks.

Languages

• Excellent knowledge (written and spoken) of English.

Skills and Competencies

• Ability to take initiative and provide timely, quality support and services.
• Good interpersonal and communication skills.
• Good IT skills with proficiency in the use of MS Office (Word, Excel, Power Point, etc.).
• Ability to work under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Good organizational and coordination skills with the ability to take initiative, establish priorities and monitor own work plans.
• Ability to work efficiently in a multi-cultural environment, with team spirit.

DESIRABLE QUALIFICATIONS

• Relevant experience in similar functions within the UN system or any international organization/institution.
• Knowledge of French.

BENEFITS AND ENTITLEMENTSRename the “BENEFITS AND ENTITLEMENTS” title to “APPLICATION PROCESS”, and use additional sections if required to add other relevant information.Otherwise you can delete this section.SELECTION AND RECRUITMENT PROCESSPlease note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the 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.FooterUNESCO 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 ( ) 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.

Expected salary

Location

Paris

Job date

Wed, 25 Sep 2024 22:37:08 GMT

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