2024-02-13 00:05:00
The Organization of United Nations for education, science and culture is an international specialized agency of the United Nations, created on November 16, 1945 following the damage and massacres of the Second World War.
OVERVIEW OF JOB DUTIES
The position is generally located in the Education Sector of the Abuja Office and works under the overall delegated authority of the Office Manager and the direct supervision of the Education Program Specialist. As a member of the team, the Program Assistant coordinates and performs a full range of clerical, administrative and management support tasks for the smooth and efficient organization and completion of program activities/projects. Emphasis is placed on information management and monitoring (program and budget/financial administration of the BEAR III project in the education sector), orchestration of events and provision of administrative support in the award of property management contracts. The incumbent will assume the following tasks and responsibilities:
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- Monitor and report on program activities; prepare project evaluations by reviewing budget data/information from current or past initiatives. Respond to inquiries; monitor the budget of projects and programs within the Section/Unit in accordance with programmatic and budgetary requirements and financial regulations; alert the supervisor of observed errors/omissions/inconsistencies and take corrective actions. Gather information and write regular and ad hoc budget/financial updates, reports, statistics and/or projections for use and review by management/staff as well as donors.
- Provide support to program administration in the preparation of outreach activities, partnership initiatives and special events. Track, retrieve, search files, reports, other records and past practices; collect and collate general information; verify the relevance and accuracy of the information; analyze and summarize information; identify items of interest; prepare draft files and graphics; assemble documents, prepare reports, presentations, speeches, etc. according to standards and formats. Research possible locations; prepare the list of participants; write invitation letters, etc. Process requests for translation, printing, sending of information documents for statutory meetings; coordinate the provision of translation services; fill out forms and process reservation requests for webcasting, recording, transcription of debates and monitoring progress of work.
longue description
- 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 support services office for these. Inform management and team members of the processes, procedures and deadlines for obtaining the administrative services necessary to execute the program/project. Initiate a variety of contract documents using examples or templates; identify consultants, suppliers (from a list) and prepare purchase requests according to instructions; verify payment requests once morest contractual obligations in the financial system; process contract transactions and provide information on payment status and remaining obligations to the manager. Prepare minutes and monitor follow-up activities.
- Provide guidance and support for project and program reporting requirements; prepare documents, submit and prepare requests for approval of HR-related initiatives (e.g. temporary staff recruitment, transfer, etc.). This may also include processing visas, security cards and other documents; prepare regular and ad hoc reports on human resource movements, leave utilization, etc., for the supervisor, or on other personnel resources funded through the extra-budgetary envelope. Initiate travel authorization and make travel arrangements for team personnel; provide assistance to partners and stakeholders, as needed. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc.
- Maintain/update program and project documentation and records, research and track background information and documentation; maintain electronic and paper files/records/data sources on budgetary data, contracts, personnel and other administrative matters; update personnel and equipment lists; ensure the appropriate creation and closure of records as well as their secure retention. Provide general office assistance, receive, record, review and draft correspondence, emails and enter a variety of reports and tables to document/transmit administrative or budgetary information; verify that outgoing correspondence is complete, accurate and complies with UNESCO format standards; maintain mailing lists and other contact lists. Manage routine administrative tasks, such as maintaining, evaluating telephone billing, etc.
SKILLS (Core / Managerial)
Responsibility (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organization (C)
Results axis (C)
Teamwork (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education
- Secondary, technical and/or professional studies completed.
Professional experience
- At least 5 years of relevant professional experience in administrative and/or secretarial tasks, including at least 2 years working for a supervisor with management responsibilities.
- Experience in providing administrative and organizational support for large events.
Skills and competences
- Excellent interpersonal and communication skills.
- Excellent organizational and coordination skills.
- Discretion, good judgment and ability to deal effectively with external partners, particularly members of the TTF.
- Ability to work in a team and provide quality and timely support and services.
- Ability to work under pressure and flexibility to adjust work schedules and priorities.
- Excellent computer skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint, etc.)
- Very good writing skills in English.
- Ability to work in a multicultural environment.
LANGUAGES
- Excellent knowledge of English.
DESIRED QUALIFICATIONS
Professional experience
- Experience supporting programs in an international environment.
- Previous experience with UNESCO and understanding of the Organization, including its administrative procedures and financial process.
Skills and competences
- Knowledge of UNESCO rules, integrity, professionalism, administrative procedures and standard practices.
LANGUAGES
- Knowledge of French.
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