Title: Project Assistant
Domain: Education
Grade: G4
ONLY CANDIDATES RESIDENT IN FRANCE MAY APPLY FOR THIS POST
Organizational Unit: Division for Teacher Development and Higher Education, Secretariat of the International Task Force on Teachers for EFA (ED/THE/TEFAS)
Duty Station: Paris, France
Type of contract: Project Appointment
Annual salary: Approximately 32,983 Euros
Duration of the contract: 1 year with possibility of extension (six months probationary period)
Deadline (midnight, Paris time): 29 November 2013
Application to be sent to: ma.forzani@unesco.org, CV Form to be used with a cover letter making reference to post G4 (PA/TEFAS)
OVERVIEW OF THE FUNCTIONS OF THE POST
I. Background
The International Task Force on 'Teachers for Education for All' (EFA) is a voluntary global alliance of EFA partners working together to address the 'teacher gap'. Its Action Plan underlines the need to ensure the coordination of international efforts to provide teachers for Education for All, monitor global progress, and disseminate reports. Task Force membership comprises donor countries, developing countries, International Governmental Organisations, and International Non-Governmental Organisations. The creation of the Task Force has been endorsed by participants to the High Level Group (HLG) meeting on Education for All. The HLG also agreed to set up a Secretariat, supported by willing partners. This Secretariat, located within UNESCO, consists of an operational team entrusted with the key responsibility for development and implementation of a programme of activities inspired by the Task Force's Action Plan. After a first of 3 years, a second phase is being initiated (2014-2016).
II. Duties and requirements
Under the overall authority of the Director of the Division for Teacher Development and Higher Education, and direct supervision of the Head of the Secretariat of the International Task Force on Teachers for EFA (ED/THE/TEFAS), the incumbent will undertake the following tasks and responsibilities:
1. Serve as the focal point for contracting activities in the TEFAS unit, including the initial drafting of contracts into the UNESCO contract management system, the creation of vendor accounts, the monitoring of contracts to contractors, and liaising with central service groups to ensure the work is completed according to procedures.
2. Receive, sort, register and distribute incoming correspondence and documents; review/edit correspondence and documents prepared for the signature of the Head of TEFAS to ensure conformity with UNESCO standard practices and protocol; prepare routine and administrative correspondence and memoranda as well as informal translations of documents.
3. Assemble documents for the Task Force Steering Committee, its general assembly and other meetings; file documents and correspondence, and maintain various manual and computerized information and reference systems.
4. Make travel arrangements for meetings and missions, as well as arrangements for facilities and equipment; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the applicable division/section or specialist; and act as focal point for the TEFAS's annual leave and travel schedules.
5. Assist the TEFAS team in the compilation of advocacy, communication and promotional materials and of information and documentation for the preparation of the budget of project proposals, liaising with central service groups to ensure the work is completed according to procedures.
REQUIRED QUALIFICATIONS EDUCATION
- Secondary education, preferably followed by secretarial training or post-secondary business administration studies/internship.
WORK EXPERIENCE
- At least three (3) years of experience in performing a range of secretarial/administrative tasks, in dealing with a variety of organizations and individuals, and in the operation of computer programmes and various software for the preparation of budgets, documents, collection of information and data and the maintenance of various computerized information systems.
SKILLS/COMPETENCIES
- Knowledge of UNESCO rules, procedures, protocols, operations and basic program documents to carry out a variety of secretarial/administrative tasks in the TEFAS Unit, including the preparation and monitoring of budgets and contracts, the processing and distribution of incoming correspondence and documents, reviewing/editing of correspondence and documents, preparing routine/administrative correspondence and informal translations, assembling documents for statutory and other meetings, filing correspondence and documents and maintaining manual and computerized filing and reference systems and other automated information systems, making travel, mission and meeting arrangement.
- Communication skills to deal with a variety of organizations and individuals, take telephone calls, exchange information, answer general inquiries and to ensure follow-up on incoming correspondence and documents.
- Organizational skills to make travel, mission and meeting arrangements for schedules, travel, facilities, equipment and services, and to assemble documentation for statutory and other meetings, ensuring that deadlines are met.
- Computer skills, including excellent knowledge of WORDS, EXCEL and OUTLOOK, to process various documents such as briefs, correspondence, reports and professional notes, to collect and present information and data, to input data in computerized information systems and to communicate e-mail information..
- Discretion, tact, diplomacy, teamwork, initiative, loyalty and readiness to provide quality and timely support to the Chief of Section and to interact with staff at all levels within the UNESCO and the Task Force network.
- Flexibility to adjust work schedules and priorities.
LANGUAGES
- Excellent knowledge of English and French
DESIRABLE QUALIFICATIONS EDUCATION
- A post-secondary degree in administration, or related fields WORK EXPERIENCE
- Familiarity with the UN or UNESCO administrative and management tools and dealing with donor funds is an asset SKILLS/COMPETENCIES
- Knowledge of SISTER and SAP will be an asset.
BENEFITS AND ENTITLEMENTS
UNESCO's salaries are calculated in Euros at Headquarters and exempt from income tax.
Other benefits include: 30 days annual leave, family allowance, pension plan and medical insurance. Please note that UNESCO is a non-smoking Organization.
HOW TO APPLY
To apply, please send your application letter, UNESCO CV ( CV Form to be used ), to Ms Marina Forzani, Secretariat of the International Task Force on Teachers for EFA, Education Sector, 7 place de Fontenoy 75352 Paris 07-SP, France, or by email ma.forzani@unesco.org. Application files will have to reach UNESCO Headquarters before 29 November 2013 midnight (Paris time). Please note that only pre-selected candidates will be contacted
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