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About UNESCO
The United Nations Educational, Scientific and Cultural Organization is a specialized agency of the United Nations with the aim of promoting world peace and security through international cooperation in education, arts, sciences and culture.
Why work at UNESCO
- Global Impact: UNESCO’s mandate is to promote peace, sustainable development, intercultural dialogue, and the protection of cultural and natural heritage. By working at UNESCO, you can contribute to advancing these important goals and making a positive impact on a global scale.
- Diverse and Multidisciplinary Work: UNESCO covers a broad range of fields, including education, science, culture, communication, and information. This multidisciplinary approach creates a stimulating work environment where you can engage with a variety of subjects, collaborate with experts from different backgrounds, and address complex challenges.
Details to the post
Programme Assistant
Post Number: 3GTADM0704RP
Grade: G-4
Parent Sector: Field Office
Duty Station: Guatemala City
Job Family: General Administrative Support
Contract Type: Fixed Term Field
Duration of Contract: 2 years, renewable
Recruitment Open to: Internal and external candidates
Application Deadline (Midnight Paris Time): 04-JUN-2024
Overview of the Functions of the Post:
The post is situated at the UNESCO Office in Guatemala City, and the incumbent will work under the delegated authority of the Head of Office and Bureau or the designated Programme Specialist(s). The primary responsibility of the incumbent is to support the delivery of office, financial, and administrative activities for projects or programmes.
The post involves retrieving relevant information, compiling and organizing data, and contributing to the logistical and administrative preparations for events. Additionally, the incumbent will be involved in tracking, reporting, and following up on budgetary information and expenditures.
The specific tasks to be performed by the incumbent include:
- Providing support for projects or programmes by assisting in the retrieval, compilation, and organization of information, as well as contributing to the logistical and administrative preparations for events.
- Generating final versions of documents, publications, and correspondence related to the work of the section or unit from draft texts. This includes searching, compiling, reviewing, and updating information and data used in the development of documents, work plans, and budgets. The incumbent will ensure accuracy and compliance with approved amounts, enter data into automated systems, and generate reports for budgetary and financial updates, program or project delivery reports, statistics, and projections. Administrative support for fundraising initiatives will also be provided.
- Preparing various administrative documents using templates or examples, initiating administrative procedures, ensuring follow-up (including payment follow-up in collaboration with the Administrative Officer), and informing team members about specific administrative processes and related procedures. The incumbent will generate regular and ad-hoc reports on outstanding commitments, follow-up actions, and alert team members about outstanding payments, timeframes, and bottlenecks. General administrative tasks, such as recording leaves and attendance, maintaining both paper and electronic files and databases, and providing software and office equipment support, will also be performed.
- Organizing official meetings, events, and workshops, including booking venues and equipment, and providing logistical support. This includes coordinating official travel in conjunction with meetings, events, and workshops, making travel arrangements, tracking and preparing itineraries and agendas, facilitating travel by providing necessary information and documentation (such as visa applications), and providing administrative support for the events. The incumbent will compile and format information and data for presentation, inform participants, organize document distribution, collect minutes, information, and documentation, and prepare associated documentation.
- Receiving, analyzing, sorting, registering, and distributing correspondence and documents. This includes updating and maintaining large distribution lists, processing requests for data and reports, determining the importance and priority of received documents, and following up on them. The incumbent will also draft correspondence and emails, review, proofread, and edit outgoing correspondence according to standard practices, recommend changes or corrections, and arrange for document translations. Additionally, the incumbent will maintain information systems and databases in both physical and electronic media by recording, updating, and retrieving information, documentation, and data. The preparation of presentation materials using appropriate technology/software will also be involved.
- Responding to inquiries, following up on routine matters, routing information and queries as appropriate, providing information to supervisors and colleagues, scheduling appointments, receiving visitors, and answering telephone calls. The incumbent will handle inquiries directly or refer them to the appropriate specialist or service. Liaising with various internal services to obtain additional information or clarifications will also be part of the role. Guidance may be provided to short-term or temporary staff on general office processes and procedures, automated systems, computer applications, and other relevant topics.
- Additional activities that may be required to ensure the success of the work team.
Competencies (Core/Managerial):
- Accountability
- Communication
- Innovation
- Knowledge sharing and continuous improvement
- Planning and organizing
- Results focus
- Teamwork
- Professionalism
For detailed information, please consult the UNESCO Competency Framework.
Required Qualifications:
Education:
- Completed secondary, technical, or vocational school education.
Work Experience:
- At least three (3) years of relevant work experience in programme assistance, administrative support tasks, or related tasks.
Skills and Competencies:
- Ability to take initiative and provide timely, quality support and services.
- Good interpersonal and communication skills.
- Proficiency in using MS Office (Word, Excel, PowerPoint, etc.).
- Ability to work under tight deadlines, handle complex and sensitive situations, and be flexible in adjusting work schedules.
- Strong organizational and coordination skills, with the ability to prioritize tasks and monitor work plans.
- Ability to work efficiently in a multi-cultural environment and collaborate as a team member.
Languages:
- Excellent written and spoken knowledge of English.
Desirable Qualifications:
Work Experience:
- Relevant experience in similar functions within the UN system or any international organization/institution.
Languages:
- Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian, or Spanish).
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