Programme Assistant - Coordination
Post Number : 3CLED0719RP
Grade : G-5
Parent Sector : Field Office
Duty Station: Santiago
Job Family: Education
Type of contract : Fixed Term
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 08-JUL-2021
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who have the right to work in Chile may apply to this position.OVERVIEW OF THE FUNCTIONS OF THE POST
Under the authority of the Assistant Director-General of the Education Sector, overall guidance of the Director of the UNESCO Regional Bureau for Education in Latin America and the Caribbean (OREALC/UNESCO Santiago) and the direct supervision of the Coordinator of the Executive Unit (EU) of OREALC/UNESCO Santiago, the Programme Assistant acts as the Secretary to EU and provides a wide range of administrative and management support to the functions of EU with focus on seven work streams: (1) support to the Director; (2) UNESCO regional education programme coordination; (3) Coordination with Chile; (4) SDG-Education 2030 regional coordination; (5) resource mobilization; (6) communication and knowledge management; and (7) coordination with the UN regional mechanisms.Long Description
In particular, the incumbent will undertake the following broad-based tasks as follows:
- Assist in the preparation, implementation, review and follow-up of the EU’s workplan and maintain the files and reference systems, as well as electronic filing up to date.
- Provide administrative support to the Lead of each work steam.
- Support the EU team to collect information, data and documentation from different sources and to prepare various types of documents (i.e. reports, working documents, project proposals, presentation, briefing notes, among others).
- Provide support in communications and follow up with all UNESCO Offices and Institutes in Latin America and the Caribbean (LAC).
- Provide financial management support in programme/project management, including contract management, in close coordination with the Finance and Administration Unit of OREALC. Record, rack expenditures, compile, verify and reconcile financial data against allotted funds. Track, monitor and report on status of funds and alert management errors/discrepancies/omissions observed and any budget issues that may require attention, and undertake corrective action as directed. Check information for accuracy, completeness and compliance with approved funds; verify compliance with programme and budgetary requirements. Compile information and data and prepare regular and ad-hoc budgetary/financial reports, updates, statistics and/or projections for use and scrutiny by UNESCO management/staff as well as donor organizations.
- Assist in the design, implementation and reporting of coordination and communications initiatives in close coordination with the Communication and Knowledge Management team and other UNESCO Offices in the region.
- Assist in the logistic, administrative and technical preparation and organization of onsite and online meetings, workshops, seminars, and regional/national level events organized/initiated by the EU team and prepare the respective narrative reports highlighting main outcomes and conclusions.
- Ensure planning and travel arrangements (bookings arrangements, travel orders, travel records for staff, calculate travel costs) for the organization of missions, training activities or expert meetingsorganized by the EU and for experts participating in meetings/events/activities funded by UNESCO.
- Undertake other tasks as deemed relevant by the Director, the direct supervisor and/or Lead of the EU’s work streams.
- Secondary, technical and/or vocational education.
- Minimum 5 (five) years of relevant work experience in administrative and/or secretarial tasks.
SKILLS AND COMPETENCIES:
- Excellent coordination and 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.
- Excellent knowledge (spoken and written) of Spanish and very good knowledge of English.
- General secretarial training/certificate.
- Relevant experience in providing programme or administrative support at international level or within the United Nations system or in an international organization/institution.
- Knowledge of French.
- Knowledge of Portuguese.
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
For more information in benefits and entitlements, please consult ICSC website.SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.Footer
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