SENIOR PROGRAMME ASSISTANT

Under the guidance and direct supervision of the Assistant Director-General/Africa Department, the incumbent is responsible for providing a full range of technical and administrative support to the coordination of the information flow of the Department. More specifically, the incumbent will\:

• Prepare, maintain and implement an internal document management system (including branches/tags/classification criteria/categorization of reference materials, standards), which will serve as a repository of reference materials, documentation and information for use by the Africa Department.

• Act as a focal point for the repository of reference materials, documentation and information of the Department; create initial records and ensure the safe repository of sensitive information (including sensitive information related to UNESCO’s cooperation with Member States and African Organizations, political situation of African member States etc) for senior management. Contribute to a culture of leveraging AFR’s knowledge in preserving and disseminating information and knowledge, through improved flows of systematic information gathering and categorization. 

• Search, compile and summarize information, documentation and background materials for use in the preparation of reports, briefings, speeches, presentations and material for official trips/meetings and events organized by partners (AU, ECA, RECs). Coordinate responses to sensitive and complex inquiries on behalf of Assistant Director-General for Africa Department. 

• Coordinate the documentation and information related to the Department’s publications, including the preparation of documents for participation in the Publications Committee; coordinate the preparation and finalization of the Department’s publication plan within the overall framework of UNESCO Publication Plan. 

• Assist in the preparation of the review of Participation Programme requests submitted to Africa Department for evaluation; conduct first-level screening and review of the requests received, dispatch and monitor the completeness and timely processing of the applications by the Field Offices/specialists and ensure the representation of the Department at meetings related to the Participation Programme. 

• In close coordination with the AO Platform, organize and coordinate the administrative work of the Africa Department, including to provide assistance in the preparation of programme and project budget proposals and monitoring of budgets.

• Completed secondary, technical and/or vocational education.

• A minimum of 8 years of relevant work experience in the area of secretarial and/or administration or related fields, of which at least three years working for supervisor with managerial responsibility.
• Experience of programme support in an international environment.

• Excellent drafting skills in English and/or French including the ability to make synthesis.

• Ability to work under pressure, to deal with complex situations and flexibility to adjust work schedules and priorities.

• Discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural background.

• Ability to take initiatives and to provide quality and timely support and services.

• Excellent IT skills and knowledge of standard computer software (outlook, work, excel, powerpoint, etc.).

Languages

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