Programme Assistant - GS5

Deadline to apply: 
25 January 2019
Title:  Programme Assistant 
Domain: Technical Cooperation Programme
Grade: GS5
Post Number: IEP/PA/090
Organizational Unit:  UNESCO International Institute for Educational Planning (IIEP)
Duty Station:   Paris, France
Recruitment open to: Internal and external (Only candidates entitled to work in France may apply to this position)
Type of contract:  Project Appointment 
Lenght:  1 year renewable
Annual salary:  39000 Euros net base salary 
Deadline (midnight, Buenos Aires time):  25 January 2019
Applications to be sent to: 


UNESCO Core Values:

  • Commitment to the Organization

  • Integrity

  • Respect for Diversity

  • Professionalism


Organizational Setting

As the only specialized organization with the mandate to support educational policy, planning and management, the UNESCO International Institute for Educational Planning (IIEP) plays a unique role within the United Nations system.  IIEP was established in 1963 as an integral part of UNESCO. It supports ministries of education around the world and other key actors to plan and manage education systems through its programmes of training, technical assistance, policy research and knowledge sharing. IIEP also includes the IIEP Pole de Dakar and Buenos Aires Offices.

The Technical Cooperation Team implements programs and projects in response to requests by Member States for support and advice in educational planning and management. These programs and projects focus on strengthening capacities of educational administrations through collaboration, technical workshops, and formal training programs. The team also undertakes research and participates in IIEP’s regular training programs. 

For further information on our Technical Cooperation  programmes please go to  

This position is located in the Technical Cooperation Unit of the International Institute for Educational Planning (IIEP), UNESCO.


Overview of the functions of the post

Under the overall authority of the Director, IIEP and the supervision of the Head of the Technical Cooperation (TC) team, the incumbent will ensure that all relevant support is provided to the management and implementation of TC activities so that they are executed smoothly and efficiently. This includes in particular the preparation of field missions and of consultant contracts, the organization of courses and workshops, and, at times, the design and delivery of training courses.

The incumbent works in a collaborative team environment to achieve the following objectives:

1.Prepare and follow up on staff missions related to projects and activities implemented by the Team, including in particular

  • Provide general administrative support for missions in line with the Team's programme
  • Finalize TORs, request visas and enter trips in DUO and prepare travel records in a timely and efficient manner
  • Manage travel arrangement, bookings and communications with participants in IIEP events  
  • Coordinate issuance of travel authorisations and DSA payment with Finance staff 
  • Liaise with travel agencies for issuance of tickets 
  • Inform the UNESCO Offices, National Commissions, Permanent Delegations, UNDP offices 

2. Offer administrative support to team contractual matters

  • Prepare documentation, including travel expenses budget, for recruitment of individual consultants 
  • Prepare requests for contracts for consultants upon receipt of related information from Programme specialists, and monitor associated deadlines and payment requirements
  • Follow up on the validation process of contracts in the system and liaise with the relevant staff members or create amendments as the need arises
  • Provide logistic support for the consultants

3. Assist with the preparation, formatting and printing of relevant resources and training materials in English and French for the ATP training courses, distance courses and Summer Schools, including 

  • Finalize and send letters of invitation for courses organized by TC
  • Finalize and print resources and training materials 
  • Post all teaching and learning materials on the Virtual Campus
  • Prepare letters of admission to the selected teams and follow up on invoices for courses organized by TC
  • Collect the application forms and create a list of participants for courses organized by TC

4. Assist with the organization and follow up of workshops, meetings, policy forums and Summer Schools held in Paris and in Member States (including travel and contracts for staff, consultants and participants)

  • Organize each event and perform the following tasks: preparing letters of invitation; organising travel logistics; providing support to local organization; and drafting of budget expenditure reports.

5. Draft and format internal and external correspondence for the Unit in English and in French.

6. Establish and maintain appropriate management of information, files and archives

7. Perform other duties as may be assigned from time to time.


Required qualifications


  • Completion of secondary, technical or vocational school education with qualifications in office management or related fields.Work Experience

Relevant experience

  • Minimum of five (5) years of relevant work experience, preferably in an international organization and/or in an academic establishment.

Skills and competencies

  • Excellent organizational skills with a strong drive for results
  • Capacity to ensure completion of high quality work in a timely fashion.  
  • Ability to work in a team, in a collegial and mutually supportive manner.
  • Ability to work with people from different cultural backgrounds.
  • Flexibility and adaptability as workload can fluctuate.
  • Excellent knowledge of Microsoft Office Suite and a good understanding of ICT applications in education.
  • Excellent communication and negotiation skills.


  • Excellent knowledge of English or French and very good knowledge of the other working language. 


The successful candidate will be required to demonstrate consistently, the following UNESCO core competencies:

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

For detailed information about UNESCO’s core competencies, please follow this this link: UNESCO Competency Framework



How to apply?

Please send your letter of motivation, your CV in UNESCO format ONLY together with the compulsory questionnaire to: 

IMPORTANT: Please note any other CV formats are not accepted.

ln the subject line of your email message, please write “Programme Assistant GS 5 TC) PA090”. The deadline for submission is 25 January 2019 at midnight (Paris time). The appointment is contingent on the availability of funds.


Benefits and entitlements

UNESCO’s salaries are paid in Euros at Headquarters and exempt from income tax. Other benefits include thirty (30) days annual leave, family allowance, pension plan and medical insurance.  More details about salaries, benefits and allowances can be found by following this link UN Salaries, Allowances and Benefits

UNESCO is committed to promote geographical distribution and gender equality within its Secretariat. Therefore, nationals from non- and under-represented Member States are strongly encouraged to apply. Persons with disabilities are equally encouraged to apply. Worldwide mobility is required as staff members have to serve in other duty stations according to UNESCO’s geographical mobility policy.  UNESCO applies a zero tolerance policy against all forms of harassment.  


Please note that UNESCO is a non-smoking Organization.