PROGRAMME ASSISTANT

OVERVIEW

Post Number : 3CLED0718RP

Grade : G-4

Parent Sector : Field Office

Duty Station: Santiago

Job Family: Education

Type of contract : Fixed Term

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 03-MAR-2023

 

 

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

 

The post is typically located in a Section/ Unit of a Programme Sector and works under the overall delegated authority of the Programme Sector ADG, Director of Division or Chief of Section/Unit, and the direct supervision of the Chief of Section/Unit or the assigned Programme Specialist(s).

 

As a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions.

GENERAL ACCOUNTABILITIES

• Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor(s) and colleagues; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned. Liaise with various internal services to obtain additional information/ clarifications.

• Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.

 

ADMINISTRATION ACCOUNTABILITIES

• Perform general administrative tasks such as leave and attendance recording; maintain files (both paper and electronic) and databases for work unit and assist in providing software and office equipment support.
• Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up in collaboration with the AO/EO Office.
• Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work;  follow-up and alert team members of outstanding  payments, timeframes and bottlenecks.
• Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.
• Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. Assist in the preparation of presentation materials using appropriate technology/software.

Long Description

LOGISTIC ACCOUNTABILITIES

• Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support.
• Organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications.
• Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommend changes/ corrections; and handle arrangement for translations of documents.

 

BUDGET ACCOUNTABILITIES

• Track and report on programme activities;  preparing project evaluations reviewing budgetary data/ information from current or past initiatives.
• Respond to enquiries, monitor the  budget of the projects and programmes within the Section/Unit in compliance with programme and budgetary requirements and financial regulations; alerting the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action.
• Collate information and draft regular and ad hoc budgetary/ financial updates, reports, statistics and/ or projections for use and scrutiny by management/ staff as well as donors.

 

Additional activities  that maybe required to ensure the success of the work team. (These duties are generic and may not be carried out at the same percentage level by all Programme Assistants at this grade.)

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:

• Secondary, technical and/or vocational education.

 

WORK EXPERIENCE:

• Minimum 3 (Three) years of relevant work experience in administrative and/or secretarial tasks.

 

SKILLS AND COMPETENCIES:

• 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.

 

LANGUAGES:

• Excellent knowledge (spoken and written) of Spanish and very good knowledge of English.

DESIRABLE QUALIFICATIONS

 

EDUCATION:

• General secretarial training/certificate.

 

WORK EXPERIENCE:

• Relevant experience in providing programme or administrative support at international level or within the United Nations system or in an international organization/institution.

 

LANGUAGES:

• Knowledge of French.
• Knowledge of Portuguese.

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.

 

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.