PROGRAMME ASSISTANT (SOCIAL AND HUMAN SCIENCES)

Under the overall authority of the Assistant Director General for Social and Human Sciences Sector and the direct supervision of the Chief of Executive Office (SHS/EO), the Programme Assistant will coordinate and perform a full range of office support, administrative and management support tasks for the smooth and efficient organization and delivery of the Executive Office’s activities and functions.

In particular, the incumbent will\: 
 

• Support the coordination and monitoring of Briefs, strategic programme documents, workplans, and statutory reports;
  
• Analyse, register and distribute incoming correspondence and other documents; determine the importance and priority of documents received and proposes follow-up actions to the supervisor's approval; establishe deadlines for required action or reply; follow-up with Sector managers and other professionals on deadlines for answers or other required actions; prepare correspondence and answer requests for information on programmes and activities, attaching relevant documentation; review correspondence and other documents prepared in English and/or French for the signature of the Senior Management, and make or recommend changes to adhere to standards, protocols, and does informal translation of documents.
  
• Provide instructions and guidance to other support staff within Sector and to new professional employees on UNESCO policies, procedures and practices related to administrative matters, the preparation and handling of documents and correspondence, relations with Member States and other Partners, and the organization of statutory and other meetings and missions, and on the various software and computer Systems used by UNESCO.
  
• Provide administrative and organizational support for meetings and events organized at Sector level including all aspects of logistic arrangements and follow up; create/consolidate, update and maintain large lists and databases; process requests for translation and coordinate the delivery of translation services, prepare correspondence and assemble documents for these meetings/missions, take notes and follow-up on required action and ensure the follow-up on files, complete forms and process requests for reservation of room, webcasting, recording, transcription of debates.
  
• In collaboration with the team members, assess administrative support needs for meetings, events, travel, document processing, publication production and consultants or temporary assistance at Sector level and coordinate office support services for the same.
  
• Initiate, when required, a variety of contractual documents using example or templates; identify consultants, suppliers (from a roster), and prepare purchase requisitions in accordance with instructions; verify requests for payments against contractual obligations in the financial System.
  
• Verify invoices against contract terms and conditions and prepare contract modifications and requests for payments.
  

Education