Under the general supervision of the Director of the Division of Ecological and Earth Sciences and the specific supervision of the Project Manager, the incumbent shall provide administrative and secretarial support to the Programme Specialist working on the implementation of the activities related to the Man and the Biosphere (MAB) biodiversity extra-budgetary projects. The incumbent shall in particular be required to perform the following duties:
Assist the Project Manager and programme specialists in coordinating and implementing the extra-budgetary projects’ activities and liaise with UN-offices and institutions: this includes drafting, reviewing and editing correspondence and any other projects related documents; prepare in-house communications and responses to queries in English, French; analyze, register and distribute mail; ensure regular contacts with administrative focal persons in extra-budgetary partners and within UNESCO field offices, sectors and central services; prepare informal translations in English/French; and ensure the constant follow-up of the above-mentioned tasks.
Assist in the organization of projects’ meetings, conferences, workshops and other events related to the above-mentioned partnership and associated projects; arrange for meeting facilities and equipment, make travel arrangements; prepare correspondence and assemble documents for participants and organize the distribution of the projects' communication materials and prepare event-related information for posting on websites.
Prepare draft contracts and purchase orders enter contract details using the automated financial management ERP systems; assure their follow-up as necessary; verify conformity of deliverables and prepare payment requests; organize missions by preparing mission requests and travel and accommodation arrangements following UNESCO's rules and regulations; coordinate the acquisition and maintenance of office equipment, materials and supplies.
Follow-up financial settlement of all expenses and report to the responsible Project management team.
Provide any other assistance to the Project Manager team if required for the purpose of the projects.
Required Qualifications:
Education:
Completed Secondary education/apprenticeship.
Work Experience:
A minimum of 3 years of relevant work experience in secretarial and administrative support tasks.
Experience in organizing events such as project meetings, conferences, workshops.
Skills and competencies:
Good interpersonal and communication skills, including ability to draft correspondence and correct documents in English and/or French.
Good organizational and coordination skills.
Ability to work as part of a team, to take initiatives and provide quality and timely support and services.
Discretion, loyalty and diplomacy.
Ability to work in an international and multicultural environment.
Ability to adjust priorities and work schedules; capacity to work effectively and meet the fixed time frames.
Good computer skills, including MS Office (Word, Excel, PowerPoint, Outlook, etc.).
Languages:
Excellent knowledge of English or French and good knowledge of the other language.
