Programme Assistant (Sciences Sector)
Organizational Context
The Programme Assistant position is within the Youth Coordination Section of the Sciences Sector at UNESCO in Paris. This role operates under the overall authority of the Assistant Director-General for Sciences, with guidance from the Director for Social Policies and Inclusion, and direct supervision from the Chief of the Youth Coordination Section. The position supports programmatic initiatives focused on youth as a priority group.
Job Purpose
The Programme Assistant provides essential professional and technical support, coordination, research, and analysis for sectional, cross-sectional, and divisional work within the Sciences Sector, with a specific focus on initiatives related to youth. This role is crucial for the effective administration and execution of programs and projects. The incumbent will assist in preparing special events, outreach activities, and partnership initiatives by gathering and analyzing information, preparing documents, and coordinating logistics. They will also manage administrative support needs for meetings and workshops, streamline internal processes, and assist with procurement and contractual transactions. Furthermore, the role involves tracking project progress, managing budgets, and supporting human resources actions, including the recruitment of temporary staff. Maintaining accurate program documentation and facilitating information flow within the section are also key functions.
Responsibilities
Provide comprehensive programme administration support for special events, outreach activities, and partnerships. This includes retrieving and collating background information, verifying data accuracy, analyzing and summarizing information, and preparing reports, presentations, and speeches. Coordinate logistical arrangements for events, such as venue selection, participant lists, and invitation drafting. Offer assistance to participants, partners, and stakeholders, including travel, hospitality, and visa arrangements. Manage translation and interpretation services, process requests for meeting rooms, and liaise with technical services. Assess and anticipate administrative support needs for meetings, events, workshops, and publication production, coordinating office support accordingly. Inform team members about administrative processes, procedures, and timelines. Propose improvements for internal processes to enhance efficiency. Assist in identifying suppliers, preparing purchase requisitions, and initiating contractual documents. Verify payment requests, process transactions, and provide financial status updates. Track and report on project and programme implementation, ensuring compliance with budgetary and financial regulations. Draft financial updates and alert supervisors to discrepancies. Support human resources actions, including recruitment of temporary staff, processing paperwork, and preparing HR movement reports. Maintain and update programme and project documentation, ensuring accurate records of budgets, contracts, and personnel. Facilitate internal communication by disseminating information and preparing meeting minutes. Serve as a primary point of contact for inquiries, draft correspondence, and manage mailing lists. Establish and maintain tracking systems for correspondence and documents. Arrange official travel and meetings, manage schedules, and initiate travel authorizations.
Work Experience
A minimum of five years of relevant work experience in secretarial and/or administrative tasks is required. Experience within the UN system, multilateral organizations, or in international relations is desirable.
Skills
Excellent interpersonal and communication skills, including strong drafting abilities in English or French. Meticulous attention to detail in correspondence. Good organizational skills with an aptitude for working under pressure. Discretion, initiative, and a service-oriented approach. Proficiency in standard office software. Familiarity with procurement and budgetary management processes is beneficial.