Programme Assistant

Programme Assistant

Overview

Position Number: SCS 336

Grade: G-5

Parent Sector: Sciences Sector (SCS)

Duty Station: Paris

Job Family: General Administrative Support

Contract Type: Fixed Term

Duration of contract: 2 years

Recruitment open to: Internal and external candidates

Application deadline: 30/11/2026

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Only candidates eligible to work in France may apply to this position

Organizational context

The post is located in the Youth Coordination Section within the Sciences Sector and operates under the overall authority of the Assistant Director-General for Sciences (ADG/SCS), guidance of the Director for Social Policies and Inclusion (SCS/SPI), and direct supervision from the Chief of the Youth Coordination Section (SCS/SPI/YOU).

Overview of the functions of the post

As a team member, the Programme Assistant is responsible for providing professional and technical support, coordination, research and analysis to sectional, cross-sectional, and divisional work as well as other programmatic initiatives in line with Youth as a Priority Group. The incumbent will perform the following tasks:

Key role and responsibilities

• Provide support in programme administration for the preparation of special events, outreach activities, and partnership initiatives. To this end, search and retrieve previous files, reports, other records, and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; assemble documents; prepare reports, presentations, speeches, etc., according to established standards and formats. Look for possible venues; prepare lists of participants; draft invitation letters, etc. Provide assistance to participants, partners and stakeholders as required, including making travel, hospitality, and visa arrangements. Coordinate the delivery of translation and interpretation services; complete forms and process requests for conference room and on-line meeting reservations; and liaise with relevant technical services to follow up on progress.

• In collaboration with Section members, assess and anticipate administrative support needs for meetings, events, workshops, publication production, travel document processing, and coordinate office support accordingly. Inform Section Chief and members of processes, procedures, and timeframes required for administrative services for programme/project execution. Make proposals for the streamlining of internal processes to improve efficiency. Help identify suppliers in line with established processes and prepare purchase requisitions in accordance with instructions. Initiate contractual documents using templates or examples. Verify payment requests against contractual obligations in the financial system; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Liaise with in-House services (AO, ADM, HRM, etc.) and resolve related issues.

• Track, monitor and report on the projects and programmes implemented by the Section, ensuring compliance with programme and budgetary requirements and financial regulations. Collate data/information and draft regular and ad hoc budgetary and financial updates, reports, statistics, and/or projections for use and scrutiny by management, staff, and donors. Alert the supervisor of errors, omissions, or discrepancies observed, and undertake corrective actions.

Long description

• Assist in Human resources-related actions. Help identify and support the recruitment of temporary assistance, including staff resources funded via extra-budgetary funds. Prepare paperwork, submit, and process requests for approval of human resources actions (e.g., recruitment of temporary personnel, transfers, etc.). Assist in temporary assistance planning. Support can also include processing visas, and other documentation; preparing reports on HR movements and leave usage.
• Maintain/update programme and project documentation and records. Maintain electronic and, where necessary, hard-copy files/records/data sources to ensure accurate and up-to-date information on budgets, contracts, personnel and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and their safe retention.
• Facilitate interaction and information flow within the Section by coordinating the dissemination of institutional communication and conveying directives, reports, status updates and other relevant information. Prepare meeting minutes and monitor follow-up.
• Provide general office assistance and serve as the Section’s primary point of contact, including for visits, calls, and enquiries. Respond to enquiries relevant to the Section’s projects and programme, in liaison with relevant colleagues. Receive, register, review and draft correspondence and emails; verify outgoing correspondence for completeness, accuracy, and compliance with UNESCO standards and established deadlines; maintain mailing lists and other contact lists. Help establish internal procedures and tracking systems for correspondence and documents, monitoring progress and cases of priority and concern to the Chief. Make arrangements for official travel and meetings (e.g. travel/hotel/room reservations, guest/participant lists, invitations, seating arrangements, special equipment etc.). Arrange appointments and maintain the Chief’s schedule, prioritizing and resolving competing demands. Initiate travel authorizations and make travel arrangements for Section staff.

Competencies - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Innovation (C)
• Knowledge sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)

Short description

Required qualifications

Education

• Completed secondary education, technical or vocational education.

• Work experience

• At least five (5) years of relevant work experience in secretarial and/or administrative tasks.

• Skills and competencies

• Excellent interpersonal and communication skills, including drafting skills in English and/or French.

• Attention to detail and meticulous in correspondence.

• Good organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure.

• Discretion, initiative and service oriented to provide quality and timely support and services.

• Good knowledge of standard office software (word processing, spreadsheets, etc.).

• Familiarity with procurement processes and budgetary management.

• Languages

• Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.

• Desirable qualifications

Education

• Specialized training/certification in secretariat/administration.

• Work experience

• Experience in the United Nations System or other multilateral organizations and/or in the field of international relations and diplomacy, multilateral settings/cooperation and development.

• Experience in youth development or engagement.

• Experience in establishing and maintaining professional networks.

• Long description

• Skills and competencies

• Familiarity with the work and general functioning of international organizations and/or the United Nations System.

• Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/or Spanish).

• Benefits and entitlements

• UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

• The approximate annual starting salary for this post is 43 734 EUR.

• For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

• Selection and hiring process

• Additional information

• UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.

• UNESCO applies to a zero-tolerance policy against all forms of harassment.

• UNESCO is committed to ensuring equal opportunity and diversity in its workforce.