Programme Assistant

OVERVIEW

Post Number : 4FJADM0701RP

Grade : G-5

Parent Sector : Field Office

Duty Station: Suva

Classification of duty station: [[filter12]]

Standard Duration of Assignement: [[filter13]]

Job Family: Field Operations Coordination

Type of contract : Fixed Term Field

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 20-JAN-2023

 

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

 

Only Fijian citizens or candidates with the legal right to live and work in Fiji are eligible to apply

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall guidance of the Director of the UNESCO Office for the Pacific States and the direct supervision of one of the senior-most professional posts in the Executive Office or as may be determined by the Director in the interest of efficiency and equity in attention to work of various sectors in the Office, the incumbent shall assist the programme specialists and other office personnel in the implementation of the regular and extrabudgetary programmes and office activities by carrying out a range of procedural, administrative and operational tasks to help develop, implement and monitor the country-level and sub-regional activities, ensuring timely and effective delivery is consistent with UNESCO rules and regulations. The incumbent shall also perform other duties as may be required by the Director of the Office to ensure the overall management of the office.

 

GENERAL

• Contribute to the development of the office's monitoring and evaluation work plan to meet a variety of reporting needs arising from UN Development Assistance Frameworks, Member States, Universal Periodic Reports, UNESCO Regular and Extrabudgetary Programme management, audits and evaluations, etc.
• Provide information, including data from the past work, for development of programme/project concept note and proposals, baselines, logframes.
• Review all partner proposal documents to ensure performance indicators have clearly defined baselines and targets and outputs linked to payments.
• Contribute to development of routine as well as ad-hoc survey; ensure compliance with the Office procedures and regulations, rules and policies of the Organization, and participate in research and assessments.

Long Description

INFORMATION MANAGEMENT

• Maintain e-files as well as paper files in close compliance with the Organization's records management policy and for audit and evaluation purposes.
• Proficiently use the digital workspace, applications, and tools; collect, compile and collate data and information required for programme planning, monitoring and evaluation.
• Put together data in logical sets for analysis by programme staff; update, maintain and further develop internal databases; provide programme related routine as well as ad hoc data and information.
• Update and maintain databases including those drawn from progress reports of the implementing partners and contractors.
• Ensure that contracts with partners include reporting templates and follow up to ensure timely submission of progress reports by implementing partners.
• Keep track of each contract outputs and timelines, alert the partners and contractors and programme staff timely for them to investigate the problems and take corrective steps.
• Prepare notes to file, memos and monthly updates on progress of each contract for review and meetings; prepare information and documents for audits and evaluations.
• Follow up to ensure that recommendations are implemented; and update the monitoring data in corporate applications of UNESCO and the UN, etc.

Long Description

COMMUNICATION

• Research, compile, and present basic information for use in the preparation and production of communications products/services.
• Update the Office website and the Office's social media accounts based on events, progress, upcoming events and activities, and UNESCO's authorized executive's and official statements.
• Generate a variety of standard and non-standard statistical and other information from various databases and progress reports to include in web-stories, news, press releases, etc.
• Coordinate media coverage and provide communications support to important events, including UNESCO senior official visits.
• Liaise with news and media agencies to provide advance notice of, and information on, upcoming meetings, briefings and special events.
• Contribute to or develop the Office newsletter and ensure visibility for the Organization, donors and partners.

 

Long Description

PROGRAMME ADMINISTRATION

• Prepare contracts; initiate payment requests; maintain financial records and tracking systems to record and reconcile expenditures, and reports for project related activities.
• Review data and documents for verifying accuracy, the inclusion of all relevant data prior to processing of requests concerning contracts, payments and procurements.
• Arranges for the recording and administrative processing of government and other implementation partner request for support (both financial and non-financial) in line with the Organization's rule &procedures.
• Verify the conformance of project terms of reference, request for contracts with workplans and set objectives.
• Identify operational risks in day to day work and reports appropriately to the risk focal points/AO/Director and through maintenance/reporting.
• Get approval for action to address any gaps or deficiencies identified in programme administration and the remediation or problems.

 

 

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

EDUCATION

• Completion of Secondary, Technical and/or Vocational Training

 

WORK EXPERIENCE

• Minimum 5 years of relevant work experience in monitoring and evaluation, communication and/or programme assistance tasks
• Experience in using web-based management systems

 

SKILLS AND COMPETENCIES

• Good interpersonal and communication skills, including very good writing skills
• Good organizational, planning, monitoring and reporting skills
• Ability to work as part of a team, to take initiative and to provide quality and timely support and services
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds
• Flexibility to adjust work schedules and priorities, Capacity to work under pressure
• Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Powerpoint etc)

 

LANGUAGES

• Excellent knowledge of English and local languages in Fiji

 

DESIRABLE QUALIFICATIONS

EDUCATION

• Certification/training in statistics, communication or monitoring and evaluation or related fields

 

WORK EXPERIENCE

• Experience in design, HTML and CSS
• Relevant experience within the United Nations System or in an international organization

 

LANGUAGE

• Good Knowledge of another language from the Pacific Region

BENEFITS AND ENTITLEMENTS

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.

The approximate annual starting salary for this post is 35,047 FJD.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

 

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.