Programme Assistant

The Project Assistant is responsible for providing communication and administrative services to the Communication and Innovation Team focusing on Advocacy and Campaign, Innovation and Partnership Building portfolio to ensure high quality, accuracy and consistency of work.

Specifically, under the guidance and direct supervision of the Assistant Country Director/Chief Communications Officer, he/she will provide administrative and logistical services to the Communication and Innovation Team working in close collaboration with the Operations Team, assist in the design and development of strategic communications and innovation projects and advocacy initiatives, assist in the editing and translation of project proposals and associated media materials (press releases, speeches, etc.) and support to the management of the Chinese country office website and social media platforms.

Administrative Support

Facilitate information flow, coordination of schedule and other logistic arrangement both within the team and inter-teams.

Assist in drafting contribution agreements

Contact Help Desk to create New Customer Code in Atlas

Set up project budget in Atlas

Create requisitions for Engagement/Development projects in Atlas and register of goods receipt in Atlas

Make budget check for requisitions, POs and vouchers

Prepare supporting documents for payments

Assist the preparation and organization of meetings, workshops, seminars, PAC, outreach activities and etc.; participation in these events and taking notes/minutes

Provide daily administrative and secretariat support to the team, including daily correspondences, maintenance of filing system, updating official travel and leave plan, visitor’s list and event list. 

Prepare draft communications and translation of documentations including letters, MOUs, briefing materials, programme agenda and concept note-project proposals.

Communication

Assist the CO in conducting research, compiling background materials, statistical data and briefing notes for advocacy/outreach activities and media events;

Research, compose and manage creative Weibo and WeChat posts;

Assist in the preparation of communications and public-private partnerships outreach materials (i.e. powerpoint presentations, brochures), as needed;

Assist in the translation of media advisories, press releases, publications, and correspondences;

Assist the CO in organizing media events such as press briefings/conferences/celebrations, etc;

Help maintain and update the media partners database and Public-Private Partnerships database;

Assist the CO in post-event media coverage monitoring by requesting hard copies from media outlets and conducting online searches and by helping to create and maintain a media coverage monitoring file;

Join any ad hoc task forces that require his/her support as requested by the supervisor.

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values.

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience

Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills in area of climate change and energy efficiency

Development and Operational Effectiveness

Ability to perform a variety of standard tasks related to Results Management, including screening and collecting of programme/ projects documentation, projects data entering, preparation of revisions, filing, provision of information

Ability to provide input to business processes re-engineering, implementation of new system, including new IT based systems

Leadership and Self-Management

Focuses on result for the client and responds positively to feedback

Consistently approaches work with energy and a positive, constructive attitude

Remains calm, in control and good humored even under pressure

Bachelor’s or higher degree in communications, journalism, translation, marketing, advertising, international relations or a related field

A minimum of 1 years of relevant job experience at professional level, either in a similar position (multilateral development organisations) or in the non-profit sector

Sound knowledge of UN’s mission, vision and values

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Demonstrates sound judgment, diplomacy and sensitivity to confidential matters

Good coordination and organisational skills

Communications and media experience

Well versed with programme management and development

A national Chinese

Experience and familiarity with UNDP procedures an asset