Programme Assistant
JOB DETAIL
OVERVIEW
Parent Sector : Culture Sector (CLT)
Duty Station: New Delhi
Classification of duty station: [[filter12]]
Standard Duration of Assignement : [[filter13]]
Job Family: Culture
Type of contract : Non Staff
Level : Level 2
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 06-03-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the general authority and direct supervision of the Chief of Culture, New Delhi the incumbent will be responsible for the overall administrative function of the culture sector for the Regular Program of UNESCO Office for the South Asian region. He/she will assume the tasks of the program assistant and will adhere to the laid down administrative process for smooth operations of the activities of the Office, within the specified timeline. The incumbent will ensure smooth functioning of the administrative requirement and support the sector in achieving the desirable outcomes.
Long Description
Sector Administrative Planning and Reporting:
- Support the Culture Sector in the preparation and updating of activity plan and trackers.
- Facilitate coordination between intra and inter sectoral in day-to-day activities.
- Support the CLT sector in maintaining data and information of CLT sector.
- Assist the sector in providing records and information for reporting.
Long Description
Finance and Procurement Accountabilities:
- Assist and inform the supervisor on the financial status using management information systems and reporting.
- Verify and process payments of vendors or contractors.
- Assist the sector on basic financial procedures, payment requirements, banking and currency provisions.
- Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifying any errors or irregularities).
- Assist in preparing, estimating, and finalizing procurement plan for the sector.
- Carry out a preliminary analysis of budgets and request budget revisions, if required, cross-check consistency of figures.
- Identify any other anomalies, alert the supervisor, and undertake transactions to correct errors/omissions.
- Ensure adequate reporting of the projects/programs that need to be prepared on a regular basis in line with UNESCO’ s established practices.
Long Description
Contract Management:
- Support the Culture Sector to prepare the Terms of Reference (ToR) of consultants/contactors and follow the procedure of UNESCO for final approval of the contract.
- Ensure the process of contract management is followed as laid down under the standard procedures of UNESCO.
- Prepare final contract as per the financial rules and regulations of UNESCO for the Culture Sector.
Travel Management:
- Support the Culture Sector in the preparation and updating of travel plans; make travel arrangements; prepare required travel requisitions and monitor the budget; prepare materials for mission travel; arrange hotel accommodations and other related logistics in accordance with UNESCO policies, procedures, and rules.
- Support the Culture Sector to coordinate with Administrative Department in finalizing travel request and settle travel claims
- Perform any task requested either by the Program Specialist or Director of the Office.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Academic
- A minimum of high school degree.
Work Experience
- A minimum of five (5) years of relevant work experience in finance, administration, economics, social sciences, culture or related area.
Languages
- Excellent knowledge (written and spoken) of English.
Skills and Knowledge
- Good interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels.
- Ability to analyze, interpret financial data, and monitor budgets.
- Good organizational and coordination skills; ability to take initiatives, establish priorities and monitor own work plans.
- Ability to manage heavy workloads and meet tight deadlines, paying close attention to detail and quality of work.
- Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently with complex and sensitive situations.
- Sense of integrity and confidentiality.
IT Skills:
- Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint) and database packages.
DESIRABLE QUALIFICATIONS
Education
- Bachelor’s degree in business or public administration, social sciences or related field.
Work Experience
- Work experience in the UN system.
- Relevant experience in the field of civil society or government organization in India.
Skills and Competencies
- Ability to build and maintain partnerships with external agencies and vendors.
- Knowledge of project related to culture sector.
- Knowledge of UN administrative and financial processes.
Languages
- Good knowledge of French is desirable.
APPLICATION PROCESS
Duration of contract
The duration of the contract is 1 year with a probation period of 3 months, with the possibility of extension depending on the availability of funds and the performance of the candidate.
Assessment
An assessment exercise may be used in the evaluation of candidates.
Benefits and Entitlement
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, 24 days certified sick leave etc.
The approximate monthly starting salary for this post is 70,000 INR (including 15% social security with 10% representing Pension and 5% representing Medical).
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.
