Programme Assistant (IOC)

Organizational Context

The Intergovernmental Oceanographic Commission (IOC) of UNESCO, based in Paris, France, is seeking a Programme Assistant (G-4). This role supports the IOC's capacity development and ocean literacy programme. The position operates under the authority of the Executive Secretary of the IOC and the direct supervision of the Head of the Ocean Science Section and Capacity Development and Ocean Literacy Programme. The role is crucial for ensuring the smooth and efficient execution of programme activities through comprehensive administrative and management support.

Job Purpose

The Programme Assistant (IOC) will provide essential administrative and management support to the Intergovernmental Oceanographic Commission's (IOC) capacity development and ocean literacy programme, located at IOC Headquarters in Paris. This role is vital for the effective organization and delivery of programme activities, ensuring operational efficiency. The incumbent will be responsible for coordinating and executing a wide range of office support tasks, including meticulous financial tracking of budgets, comprehensive event management, and providing critical administrative support for procurement and contract management processes. This position requires close collaboration with programme personnel to facilitate the successful implementation of the programme's objectives and initiatives, contributing directly to the IOC's mission in ocean science and education.

Responsibilities

The Programme Assistant will be instrumental in tracking and reporting on programme activities, including the diligent monitoring of programme budgets and finances. This involves reviewing proposals, reports, and budgetary information to ensure strict compliance with UNESCO regulations, and proactively alerting supervisors to any errors or discrepancies, suggesting corrective actions. The role includes drafting regular and ad-hoc reports and budgetary updates to finalize projects. Furthermore, the incumbent will provide comprehensive support for event and travel planning and management, offering administrative and logistical assistance for meetings, workshops, and trainings. This includes managing invitations, travel and visa arrangements, and preparing associated documentation. A key responsibility is managing programme procurement and contractual requirements, assisting with the identification of personnel and suppliers, and supporting the entire contractual process. This includes drafting and submitting contractual documents, tracking contracts, milestones, payments, and processing transactions. The position also entails providing general administrative assistance, managing correspondence, generating administrative documents, and ensuring the quality and accuracy of all documentation processed in conformity with UNESCO procedures. Maintaining and updating electronic records and applying UNESCO's financial and administrative rules are also core duties.

Work Experience

A minimum of three (3) years of relevant professional experience in programme administrative assistance is required.

Skills

Proficiency in high-level organization and effective document, file, and communication management is essential. Strong oral and written communication skills are necessary, along with expertise in common office computing tools like Microsoft Office and Adobe software. Experience with event management platforms, such as OceanExpert, is beneficial. The ability to understand and implement directions, prioritize tasks, and monitor work plans effectively is crucial. Candidates should demonstrate initiative, decision-making capabilities, and problem-solving skills, alongside the ability to work collaboratively in a multicultural environment and adapt to changing priorities.

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