Under the overall authority of the office Director, and with the direct supervision of the Programme Specialist for Culture, the incumbent will provide administrative/programmatic support to the Culture Unit to ensure timely implementation of the Culture Programme/Projects, and the smooth operation of the Culture Unit. More specifically the incumbent will carry out the following tasks:
Section: Responsibilities / Duties
- 1. Provide administrative and operation support to UNESCO programs. This includes, and not limited to; screen requests for appointments with supervisors according to the nature of the requests and their urgency; maintain the supervisors’ calendar; confirm mutually convenient schedules and arrange appointments or rearrange schedules disrupted by unexpected events; receive visitors; and place and screen telephone calls. Respond to queries and correspondence, often of a sensitive, confidential, or technical nature; record attendance, make reservations;
- 2. Assist with the organization and coordination of missions and meetings (workshops, conferences, travel arrangements for staff and participants); assist with the preparation of working documents; prepare logistical support; communicate with the participants for logistical support; assist with the organization of meetings;
- 3. Carry out quality control functions for outgoing documents; proofread and edit texts for adherence to format, grammar, punctuation, and style;
- 4. Perform a variety of administrative duties; assist with the preparation and the follow-up of procurement plans, request for proposals/quotations, evaluation of providers, contracts, amendments, liaison with providers, payment requests, etc.; support drafting necessary specifications and terms of reference for equipment, materials, and services ensuring completeness, accuracy, and compliance with quality standards and proper tendering and bidding procedures;
- 5. Support budgetary and financial follow-up by providing regular updates on the expenditure incurred on the basis of the procurement plan and project documents, and assisting with preparing budget revision requests;
- 6. Support research, compile and organize background information and reference materials from various sources for reports, briefs, and speeches to support the project management; generate a variety of statistical and other reports from various databases; prepare presentations as required; make arrangements for formal editing, translation, etc., of documents and publications related to projects;
- 7. Create and maintain the filing of the Culture Unit in accordance with the UNESCO records management system; Periodically review the efficiency of office procedures and make recommendations for improvement; updates office websites, etc.;
- 8. Support resource mobilization by assisting with the drafting and revision of relevant working documents including concept notes, newsletter/web-articles, letters of intent, and budget plans;
- 9. Perform any other duties or tasks for the office whenever deemed necessary by the Director.
Section: Requirements: Education / Experience / Languages / other requirements:
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 https://connect.unesco.org/sites/default/files/,DanaInfo=en.unesco.org,SSL+Competency%20Framework_E.pdf
BA/BS degree in the field of arts and cultural heritage, social sciences, public administration, business administration, procurement, humanities or related fields, or an equivalent professional experience would be an asset.
Minimum of three (3) years of experience in supporting, coordinating, and/or managing projects, programmes, and administration.
Excellent knowledge (written and spoken) in Arabic and English.
Ability to interact with a wide range of partners and government officials. Good interpersonal and communication (oral and written) skills. Good organizational and coordination skills. Ability to work as part of a team. Ability to take initiative and provide quality and timely support and services. Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds. Flexibility to adjust work schedules and priorities. Good IT skills (MS Word, Excel, Data base systems, Outlook, etc.). Specialized knowledge in office systems and procedures and complete understanding of workflow within the office acquired through previous experience within the organizations.
Knowledge in French is desirable
Section: Extra information
BENEFITS AND ENTITLEMENTS
UNESCO’s salary will be paid in local currency at SB-2 grade level according to UNDP-EG salary scale for service contract holders, which may add health insurance and pension plan coverage upon proof of affiliation.
Section: Important application extra details
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. 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. This vacancy notice may be used to fill other similar positions at the SB-2 grade level. UNESCO applies a zero tolerance policy against all forms of harassment. UNESCO is committed to achieve and sustain 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 and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. UNESCO does not charge a fee at any stage of the recruitment process
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