Programme Assistant

hace 2 semanas

Santiago, Metropolitana, Chile UNESCO A tiempo completo

OVERVIEW

Post Number: 3CLED0718RP

Grade:
G-4

Parent Sector:
Field Office

Duty Station:
Santiago

Job Family:
Education

Type of contract:
Fixed Term

Duration of contract: 2 years, renewable

Application Deadline (Midnight Paris Time): 03-MAR-2023

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

OVERVIEW OF THE FUNCTIONS OF THE POST


The post is typically located in a Section/ Unit of a Programme Sector and works under the overall delegated authority of the Programme Sector ADG, Director of Division or Chief of Section/Unit, and the direct supervision of the Chief of Section/Unit or the assigned Programme Specialist(s).


As a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions.


GENERAL ACCOUNTABILITIES


Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor(s) and colleagues; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned.

Liaise with various internal services to obtain additional information/ clarifications.

ADMINISTRATION ACCOUNTABILITIES


Perform general administrative tasks such as leave and attendance recording; maintain files (both paper and electronic) and databases for work unit and assist in providing software and office equipment support.


Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up in collaboration with the AO/EO Office.


Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; follow-up and alert team members of outstanding payments, timeframes and bottlenecks.


Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.


Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data.

Assist in the preparation of presentation materials using appropriate technology/software.

Long Description

LOGISTIC ACCOUNTABILITIES
Organize official meetings, events and workshops by booking venues, equipment and providing other related logístical support.

BUDGET ACCOUNTABILITIES
Track and report on programme activities; preparing project evaluations reviewing budgetary data/ information from current or past initiatives.


Respond to enquiries, monitor the budget of the projects and programmes within the Section/Unit in compliance with programme and budgetary requirements and financial regulations; alerting the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action.


Collate information and draft regular and ad hoc budgetary/ financial updates, reports, statistics and/ or projections for use and scrutiny by management/ staff as well as donors.

Additional activities that maybe required to ensure the success of the work team. ( These duties are generic and may not be carried out at the same percentage level by all Programme Assistants at this grade.)

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) - For detailed information, please consult the UNESCO Competency Framework.


REQUIRED QUALIFICATIONS

EDUCATION:

Secondary, technical and/or vocational education.

WORK EXPERIENCE:

Minimum 3 (Three) years of relevant work experience in administrative and/or secretarial tasks.

SKILLS AND COMPETENCIES:

Communication skills. Excellent drafting skills in English and Spanish (preparation of letters and communications (reports, working documents, budgets etc.).

Ability to take initiative and to provide quality and timely support and services.

Good interpersonal skills. Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).

Capacity to work under pressure and flexibility to adjust work schedules and priorities.

LANGUAGES:

Excellent knowledge (spoken and written) of Spanish and very good knowledge of English.

DESIRABLE QUALIFICATIONS

EDUCATION:

General secretarial training/certificate.

WORK EXPERIENCE:


Relevant experience in providing programme or administrative support at international level or within the United Nations system or in an international organization/institution.


LANGUAGES:

Knowledge of French.

Knowledge of Portuguese.

BE

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