Programme Assistant at UNESCO

OVERVIEW OF THE FUNCTIONS OF THE POST

The post is typically located in Abuja Office Education Sector and works under the overall delegated auhority of the Chief of Office and the direct supervision of the Education Programme Specialist. As a team member, the Programme Assistant coordinates and performs a full range of office support, administrative and management support tasks for the smooth and efficient organization and delivery of programme activities/ projects. The focus is on information management and monitoring (programme and budget/financial administration of the BEAR III project under Education sector), event orchestration and provision of administrative support in contracting property management. The incumbent will undertake the following tasks and responsibilities:

• Track and report on programme activities; prepare 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; alert 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.
• Provide support in programme administration with regard to the preparation of outreach activities, partnership initiatives and special events. Track, retrieve, research files, reports, other records and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, speeches, etc. according to standards and formats. Look for possible venues; prepare list of participants; draft invitation letters, etc. Process requests for translation, printing, dispatch of information documents for statutory meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
• In collaboration with team members, assess administrative support needs for meetings/ events/ workshops/ seminars, travel, document processing/ publication production and consultants/temporary assistance, and coordinate office support services for the same.  Inform management and team members of process, procedures and timeframes to secure administrative services needed for programme/ project execution. Initiate a variety of contractual documents using examples 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; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Prepare minutes and monitor follow-up activities.
• Provide guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-related initiatives (e.g. recruitment of temporary personnel, transfer, etc.). This can also include processing visas, security cards and other documentation; preparing regular and ad hoc reports on HR movement, leave usage etc, for the supervisor, or on other staff resources funded via the extra-budgetary envelope. Initiate travel authorization and make travel arrangements, for team staff; provide assistance to partners and stakeholders as required. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc.
• Maintain/ update programme and project documentation and records, research, and track background information and documentation; maintain electronic and hard-copy files/ records/ data sources up-to-date on budgetary data, contract, personnel and other administrative matters; update staff and equipment listings; ensure the proper creation and closure of files and the safe retention of the same. Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports and tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; maintain mailing lists and other contact lists. Handle routine administrative tasks, such as maintaining, assessing telephone billing, etc.

COMPETENCIES (Core / Managerial)

• Accountability (C)
• Communication (C)
• Innovation (C)
• Knowledge sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education.

Work experience

• Minimum 5 years of relevant work experience in administrative and/or secretarial tasks of which at least 2 years working for a supervisor with managerial responsibility.
• Experience in providing administrative and organizational support for large events.

Skills and competencies

• Excellent interpersonal and communication skills.
• Excellent organization and coordination skills.
• Discretion, good sense of judgement and capacity to deal efficiently with external partners, in particular TTF members.
• Ability to work as part of a team and to provide quality and timely support and services.
• Ability to work under pressure and flexibility to adjust work schedules and priorities.
• Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.)
• Very good drafting skills in English.
• Ability to work in a multicultural environment.

Languages

• Excellent knowledge of English.

DESIRABLE QUALIFICATIONS

Work Experience

• Experience in programme support in an international environment.
• Previous experience with UNESCO and understanding of the Organization, including its administrative procedures and financial process.

Skills and competencies

• Knowledge of UNESCO rules, integrity, professionalism, administrative procedures and standard practices.

Languages

• Knowledge of French.