Senior Administrative Assistant

OVERVIEW

Post Number : ED/PA 241

Grade : G-6

Parent Sector : Education Sector (ED)

Duty Station: Paris

Job Family: Education

Type of contract : Project Appointment

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 20-JUN-2024

 

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

Duration of Contract is one (1) year, with the possibility of an extension subject to the availability of funds and satisfactory performance.

OVERVIEW OF THE FUNCTIONS OF THE POST

 

 

I. Background

 

 

The Global Education Monitoring Report (GEM Report) is an editorially independent, authoritative, evidence-based annual report that monitors progress in education in the Sustainable Development Goals (SDGs), which were adopted as part of the 2030 Agenda for Sustainable Development. The Report is funded by a group of governments, multilateral agencies and foundations, and published annually by UNESCO since 2002 to serve the international community. It is widely recognized as an indispensable technical and advocacy resource supporting the achievement of SDG 4, which aims to ensure “inclusive and equitable quality education” and promote “lifelong learning for all” by 2030. With its renewed mandate, established in the Incheon Declaration of the World Education Forum in May 2015, the annual GEM Report series identify effective education policies and analyses major education themes. 

 

 

II. Duties and responsibilities

 

 

Under the overall authority of the Assistant Director-General for Education (ADG/ED), the overall guidance of the GEM Report Director, and the direct supervision of the GEM Report Team Lead (Partnerships and Operations), the Senior Administrative Assistant will provide advanced and comprehensive support services across various areas, including procurement, budget management, human resources management and administration. 
 

Procurement and contracts management: 

 

• Act as a focal point for GEM Report on procurement matters, staying updated on the evolution of the UNESCO administrative regulations, policies and guidelines. 
• Monitor and analyze performance metrics and process bottlenecks related to procurement activities; provide input on best practices for procurement processes.
• Provide support, advice and assistance to managers to ensure the GEM Report’s compliance with the applicable UNESCO rules and procedures by enhancing knowledge and skills of the GEM Report staff members.
• Deliver end-to-end procurement support to the GEM Report team in particular for contracts in support of the research, partnerships and operations units, including the planning, establishment, implementation and closeout of implementing partnerships agreements, individual consultancies and contracts for goods and services, ensuring compliance with relevant rules, policies and guidelines. 
• Support the negotiations, reviews and establishment of non-standard contracts and partnership agreements, and seek advice as appropriate. 
• Coordinate completion of procurement files, draft recommendations and manage the necessary approvals at all levels including the UNESCO contracts committee. 
• Manage contract payments, renewals and extensions in a timely and cost-effective manner, monitor contract transactions, proactively identify and resolve any issues or discrepancies in coordination with stakeholders.
• In coordination with the business units, plan, establish and manage rosters of service providers to meet the recurring business needs.
• Support audits by ensuring proper documentation and filing, and providing backstopping support during audits.
• Collaborate with central services departments (e.g., HRM, BFM, BSP, ADM) for information, clarifications, and policy interpretation.

 

Long Description

Human resources management: 

 

• Provide turn-key support on staff recruitment including revisions of JDs and ToRs for PAs, coordinate with HRM as necessary to ensure that the JDs and ToRs are compliant with the Organization’s policies and guidelines, finalization and posting of vacancy announcements, the initial screening of applications, coordination of tests and interview panels, the drafting of recommendations and following through on staff onboarding.
• Maintain accurate and up-to-date HR records, ensuring compliance with relevant regulations.
• Liaise with central services departments (e.g., ADS, HRM, BFM) for additional information, clarifications, and policy interpretation.

 

Budget management:

 

• Track all expenses based on cont