JOB DESCRIPTION

 

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

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant Director-General for Culture (ADG/CLT), the general supervision of the Chief of the Executive Office (Chief/EO) and the direct supervision of the Programme Coordinator of the Communication and Global Monitoring Unit (CLT/EO/CGM), and in close consultation with the respective Secretariats of the Culture Conventions, the incumbent shall be responsible for the planning and logistical organization of the statutory meetings of the Culture Conventions as well as strategic events for the Sector, both at Headquarters and in the Field; processing translation and dispatch of all documents related to the statutory meetings of the Culture Conventions as well as overall coordination of the organization of events of the Culture Sector.

The incumbent shall in particular:

Coordinate the logistical organization:

Develop biennial calendar of statutory meetings and events, according to schedule respecting the statutory requirements of Culture Conventions;
Ensure compliance with regulations and procedures for meetings at and outside Headquarters;
Coordinate interpretation needs for different languages in terms of the requirements of statutory meetings;
Supervise timely preparation of all related administrative documents for the meeting;
Manage the preparation of and oversee the process for registration of participants and oversee registration during the statutory meetings.

 

Contribute to the statutory documents planning and translation:

Plan and coordinate the production phases of statutory working and information documents;
Supervise preparation and dispatch of invitation letters for statutory meetings and ensure timely distribution of documents to participants;
Supervise preparation and management of budgets, schedules and track implementation and preparation of terms of reference for contracted services.

Support the organization of statutory meetings and events at Headquarters by overseeing the panning and organization of the statutory meetings of the Culture Conventions and events, ensuring compliance with regulations, efficient administrative process and contributing to reporting.

 

For statutory meetings organized outside Headquarters, undertake preparatory and other missions to the States Parties, advise on and elaborate the logistical aspects of Host Country Agreements with the national authorities of the host countries. Liaise and exchange information with host countries as required.

For special events at Headquarters, coordinate the logistical organization of special events, supervise timely preparation and distribution of materials, oversee the work of relevant services and supervise the work of support staff.

Provide guidance to support staff and team members for statutory meetings and events. Contribute to the preparation and management of the team’s work plans, and schedules and track documents production. Guide CLT staff and advise the Secretariates of the Culture Convention and Culture Programme Specialists on the organization of meetings and special events in line with the regulations. Provide feedback to the supervisor for continuous improvement.

COMPETENCIES (Core / Managerial)

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

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

Completed secondary, technical or vocational school.

Work Experience

A minimum of ten (10) years of relevant experience in programme assistance, logistics and event/administrative support service or related tasks, preferably in an international environment.

Skills/Competencies

Good interpersonal and communication skills.
Good skills in drafting correspondence and documents in English and French, with strong attention to detail.
Strong planning, organizational and coordination skills in particular the ability to establish priorities while managing an important workload and working under tight deadlines, with a strong capacity for accuracy, close attention to detail and quality of work.
Solid analytical, diplomacy and advocacy skills, in particular the ability to collect information from various sources and convey messages.
Ability to work efficiently in a multi-cultural environment, with team spirit.
Good knowledge of IT tools (Excel, Word, Outlook, PowerPoint, etc.).

 

Languages

Excellent knowledge of English or French (written and spoken) and good knowledge of another.

DESIRABLE QUALIFICATIONS

Work Experience

Relevant professional experience in the United Nations System or other international development organization(s).
Relevant experience in supporting the organization of conferences and events.

Skills/Competencies

Good knowledge of the UNESCO Culture Conventions, Recommendations, and programmes in the field of culture.

Languages

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

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements