Programme Assistant (IOC)

OVERVIEW

Position Number: IOC PA 043

Grade: G-4

Parent Sector: Intergovernmental Oceanographic Commission (IOC)

Duty Station: Paris

Job Family: Administration

Contract Type: Project Appointment

Duration of contract: 1 year

Recruitment open to: Internal and external candidates

Application deadline (Midnight Paris Time): 22/07/2026

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

Duration of contract: 1 year with possibility of extension subject to availability of funds and satisfactory performance 

INSTRUCTIONS

Only candidates who are entitled to work in France may apply to this position.

ORGANIZATIONAL CONTEXT

Under the overall authority of the Executive Secretary of the IOC and the direct supervision of the Head of the Ocean Science Section and Capacity Development and Ocean Literacy Programme, the position will be responsible for coordinating and performing a full range of office support, administrative and management support tasks to ensure the smooth and efficient organization and delivery of programme activities. This includes financial tracking of budgets, event management, and provision of administrative support in procurement and contract management. The position will work closely with programme personnel to support the delivery of the programme.

OVERVIEW OF THE FUNCTIONS OF THE POST

This position will provide administrative support to the Intergovernmental Oceanographic Commission’s (IOC’s) capacity development and ocean literacy programme, located at IOC HQ in Paris, France.

KEY ROLE AND RESPONSIBILITIES

Under the overarching programmatic priorities identified in the IOC Medium Term Strategy (2023-2029) and the IOC Capacity Development Strategy (2023-2030) the incumbent will:

1 - Track and report on programme activities, including monitoring programme budgets and finances. This includes:

1. Reviewing proposal/report/budgetary information and ensuring compliance with UNESCO regulations.


2. Alerting supervisors of errors/omissions/discrepancies in proposal / report / budgetary documents and suggesting corrective action.


3. Drafting regular and ad-hoc reports, budgetary updates and documentation to finalise projects.

2 - Provide support to event and travel planning and management. This includes:

1. Providing administrative and logistical support for meetings / workshops / trainings with internal and external partners including invitation documents, and travel and visa (where relevant) arrangements, including liaison with UNESCO Protocol and Security Services.


2. Preparing associated documentation, including participant lists and meeting papers, and making all details and documentation available on OceanExpert.


3. Provide assistance to the programme with missions and associated travel arrangements.

3 - Manage programme procurement and contractual requirements. This includes:

1. Assisting in the identification of temporary appointments, consultants, loan appointments, traineeships, interns and suppliers and supporting the programme through the entire contractual process, including liaison with UNESCO Protocol and Security Services, onboarding and access to UNESCO systems and services.


2. Drafting and submitting contractual documents.


3. Keeping track of contracts, milestone, payment and expiry dates and processing associated transactions.


4. Providing relevant procurement planning information to IOC AO.

4 - Provide general administrative assistance to the programme. This includes:

1. Providing assistance to the programme regarding all correspondence and generation of administrative documents such as memos, MOAs and MOUs etc.


2. Carry out checks for adequacy, accuracy and quality of information content and presentation to ensure that all correspondence and documents are channeled and processed in conformity with UNESCO procedures.


3. Assisting with all administrative, logistical and organisational matters associated with publications, including relevant grants of rights, publication board submissions and liaison with the IOC Publication Officer.


4. Maintaining and updating all electronic records and ensuring their safe management.


5. Understanding, and applying UNESCO's Financial and Administrative rules, regulations, procedures and practices and proficiently using a variety of UNESCO automated tools and systems.

UNESCO may assign additional tasks to the position or may modify their tasks as appropriate, provided those tasks are consistent with the duties set out above.

Long Description

Long Description

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)


• Professionalism (C)

Short Description

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

EDUCATION

• Secondary, technical or vocational school.

WORK EXPERIENCE

• At least three (3) years of relevant work experience in programme administrative assistance.

Long Description

SKILLS AND COMPETENCIES

• High level of organisation, effective management of documents, files, communications


• Very good communication skills (oral and written)


• Proficiency in using common office computing tools including Microsoft Office and Adobe software and event management platforms such as OceanExpert.


• Good interpersonal communication skills.


• Ability to understand and implement directions effectively, prioritise actions and decisions and monitor work plans within set timelines.


• Ability to take initiative, make decisions, troubleshoot and apply effective solutions.


• Ability to work effectively and build relationships in a multi-cultural environment with a team spirit.


• Ability to deal with complex and sensitive situations with discretion and sense.


• Ability to adapt to changing circumstances and priorities with flexibility to adjust work schedules.

LANGUAGES

• Excellent knowledge and drafting skills in English (verbal and written).

DESIRABLE QUALIFICATIONS

DESIRED QUALIFICATIONS

LANGUAGES

• Working knowledge in French.


• Knowledge of any of the other languages of UNESCO (Arabic, Chinese, Russian or Spanish) being desirable.

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 39 422 EUR.

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

SELECTION AND HIRING PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted. 

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.  

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. 

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

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 achieving and sustaining equitable and diverse geographical distribution, as well as 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, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply.


• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.


• All applications will be treated with the highest level of confidentiality.


• Geographical mobility is required for staff members appointed to UNESCO’s international posts.


• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. UNESCO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/UNESCO. The list can be accessed through the link: https://www.whed.net


• The statutory retirement age at UNESCO is 65 years.


• UNESCO appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by the Organization, is required for International Professional positions.


• UNESCO does not charge a fee at any stage of the recruitment process.