Post Number : 1ITCLT0700RP
Grade : G-4
Parent Sector : Culture Sector (CLT)
Duty Station: Venice
Job Family: Administration
Type of contract : Fixed Term
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 05-APR-2020
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director of the Regional Bureau for Science and Culture in Europe and the direct supervision of the Culture Advisor, Head of Culture Unit, the incumbent provides support in the organization and delivery of programme activities/projects carrying out a range of office support and administrative functions. The incumbent also assists and helps in managing the Culture Unit’s day-to-day work.
In particular, the incumbent will:
Provide secretarial and administrative backstopping to the implementation of the Culture programme by being responsible for maintaining correspondence with working partners, respond or draft responses to routine correspondence and other communications and ensure proper filing of correspondence, contracts and documents related to projects’ implementation;
Provide a full range of support and assistance in the preparation and management of contracts ensuring bidding procedure, when requested, monitoring their implementation, deadlines and expiry dates, checking accuracy of submitted documents, preparing related requests for payments and maintaining regular correspondence with Contractors;
Assist in the organization of statutory, expert meetings and other type of events hosted in house and elsewhere, providing all of the necessary backstopping in all of the different phases of preparation as well as ensuring proper secretarial, administrative and logistics support;
Provide a full range of support and assistance in the preparation of staff missions by administering travel plans and travel requests, including requests of costs estimates, booking of flights and hotel when requested;
Prepare, upon request, unofficial draft translation of correspondence and working documents from English/French into Italian and from Italian into English/French;
Provide assistance to the Head of Unit and to the Culture Unit overall, ensuring coordination and a smooth running of the operations within the Unit itself, also maintaining the shared culture Unit calendar for appointments, meetings, leaves and missions.
COMPETENCIES (Core / Managerial)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Completed secondary, technical and/or vocational school education.
A minimum of three (3) years’ work experience in secretarial and/or administrative backstopping tasks or similar environment.
Good interpersonal skills including ability to draft correspondence and correct documents,
Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint),
Very good analytical and problem-solving skills, with ability to identify issues and provide options,
Excellent coordination skills,
Discretion, initiative and service-oriented to provide quality and timely support and services.
Excellent knowledge (spoken and written) of English and good working knowledge of Italian.
Relevant experience in the UN System or other international organizations.
Experience in establishing inter-relationships among international organization and national governments in the area of UNESCO programmes.
Knowledge of UNESCO rules, administrative procedures and standard practices.
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.
For more information in benefits and entitlements, please consult ICSC website.
Evaluation of qualified applicants may include an assessment exercise and a competency-based interview.