Administrative Assistant, Culture Sector

OVERVIEW

Parent Sector : Field Office

Duty Station: New Delhi

Job Family: Culture

Type of contract : Non Staff

Level : Level 2

Duration of contract : 1 year

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 11-12-2022

 

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

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Duties and Responsibilities

 

Under the authority of the Director of UNESCO New Delhi and direct supervision of the Chief of Culture Sector and Project Officer – Culture, the Administrative Assistant shall act as principal administrator of the Culture Sector’s overall operation and activities.       

 

Main Activities:

Under the authority of the Director of the UNESCO New Delhi Office and the direct supervision of Programme Specialist, Culture, UNESCO New Delhi, the incumbent will:

 

Coordination for the Sector:

• Provide administrative and secretarial support to Culture Sector ensuring the smooth and efficient functioning of the operation of its activities.
• Receive, analyse, register, and distribute incoming correspondence and other documents; determine the importance and priority of documents received and establish deadlines for required action or reply.
• Develop and undertake logistical administrative arrangements and prepare internal report for meetings and events organized by the Culture Sector.

• Take minutes and/or notes as required, and answer and screen calls with tact and discretion, as required. Draft responses to written enquiries on a variety of routine and non-routine questions. Set up and monitor coherent filing system; ensuring accuracy and confidentiality; Ensure close follow up on deadlines and commitments.
• Facilitate Culture Sector’s interaction with various external partners such as government officials, donors, civil society, UN agencies and other partners through effective use of written, verbal, and electronic communication.
• Assist in preparation of procurement plan and budget for the sector. Keeping a track of the budget of the sector, in close coordination with Administrative Department. Facilitate the flow of knowledge and information between Culture Sector and other Sectors within the office; recommend and establish systems and streamline procedures to enhance established workflows.
• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs; Systematic gaining and sharing of knowledge and experience related to administrative and operations support.

Long Description

• Act as focal point and trainer within the Culture Sector whenever a new system/tool for financial, project, mission or security management is introduced.
• Organize official events/hospitality for the Sector; distribute special assignments to support staff in relation to special events.

 

Contract Management:

• Support the Culture Sector to prepare the Terms of Reference (ToR) of consultants/contactors and follow the procedure of UNESCO for final approval of the contract.
• Ensuring the process of contract management is followed as laid down under the standard procedures of UNESCO.
•  Preparation of final contract as per the laid down system of UNESCO, for the Culture Sector.

Travel Management:

• Support the Culture Sector in the preparation and updating of travel plans; make travel arrangements; prepare required travel requisitions and monitor the budget; prepare materials for mission travel; arrange hotel accommodations and other related logistics in accordance with UNESCO policies, procedures, and rules.
• Support the Culture Sector to coordinate with Administrative Department to in finalizing travel request and settle travel claims as per the laid down process of UNESCO.

           Vendor Management:

• Assist the Culture Sector in identifying and finalizing vendors/suppliers/consultants for various operational requirement of the sector.
• Complete the process of vendor registration as per the standard procedures of UNESCO.
• Tracking the deliverables of the vendor and ensuring that the deliverables are met as per agreed timeline.
• Raise payment request/invoices of such vendors/consultants as per the requirement and laid down process.

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS

Education

Bachelor’s degree in any field (B.SC/B. Com/B. A/BBA or equivalent)

Work Experience

At least 5 years of office administrative experience. Experience in the use of computers applications and software packages as well as web-based management systems.

Languages

Fluency in Hindi and excellent English, both oral and written

 

Required Skills/Competencies

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Culture sector including schedule, travel and filling management.
• Ability to perform work of confidential nature and handle a large volume of work.
• Ability to prioritize, organize and perform multiple tasks.
• Good interpersonal skill, including the ability to work in a team and multi-cultural environment
• Basic knowledge of MS Office.

 

BENEFITS AND ENTITLEMENTS

Entitlements:

Benefits include 2.5 days of annual leave per completed month of service and 15% Social security. Please note that UNESCO is a non-smoking Organization.

Work Arrangement:

The work schedule is as follows Monday to Friday, 9.00 am to 5.30 pm at the UNESCO New Delhi Office. This is subject to change in accordance with the management’s decision.

Duration of Contract:

The contract shall be initially for one year with possibility of renewal (subject to funds availability) and satisfactory performance.

NOTE: Level 2 is equivalent to GS 5 

 

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.

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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.