OVERVIEW

Post Number : 3HTADM0704RP

Grade : G-4

Parent Sector : Sector For Administration and Management (ADM)

Duty Station: Port-au-Prince

Job Family: Administration

Type of contract : Fixed Term

Duration of contract : 2 years

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 14-JUL-2023

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Only candidates who are entitled to work in Haiti can apply to this position

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Head and Representative of UNESCO Port-au-Prince Office and direct supervision of the Programme Specialist , the Programme Assistant is tasked with the delivery of a range of office, financial and administrative activities in support of projects/programmes delivery.

The Programme Assistant is responsible for retrieving pertinent information, assembling andcollating information and contributing to the logistical and administrative preparation of events. The post alsoextracts, follows up, tracks and reports of budgetary information and expenditures. In this context, theincumbent:

Long Description

• Produce complete and in final form documents, publications and correspondence related to the work of the Section/ Unit from draft texts.
• Search, locate, compile, review and update information and data used in the development of documents, work plans and budgets.
• Ensure accuracy and compliance with the approved amounts; enter data in, and run reports from, automated systems in order to support preparation of regular and ad-hoc budgetary/ financial updates, reporting on programme/ project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager.
• Provide administrative support for fund raising initiatives.
• 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 of the Office.
• Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; produce regular and adhoc reports on outstanding commitments, follow-up and alert team members of outstanding payments, timeframes and bottlenecks.
• 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.

Long Description

• 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.
• 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.
• 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.
• 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.
• 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/ staff on general office processes and procedures, automated systems, computer applications, etc.
• Additional activities that may be required to ensure the success of the work team.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

EDUCATION

• Completed secondary, technical or vocational school.

WORK EXPERIENCE

• Minimum 3 years of relevant experience in administrative and/or secretarial tasks in programme support services.

SKILLS AND COMPETENCIES

• Flexibility to adjust work schedules and priorities. Capacity to work under pressure.
• Excellent organizational, coordination and filing skills.
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Excellent interpersonal and communication skills, including ability to draft correspondence and correct documents.
• Ability to identify discrepancies and errors in plans, budgets or automated databases.
• Ability to operate independently when carrying out established, recurring and non-recurring tasks.

LANGUAGES

• Excellent knowledge (oral and written) of French and good knowledge of English.

DESIRABLE QUALIFICATIONS

EDUCATION

• Specialized training/certification in secretarial, administrative, finance or related fields.

WORK EXPERIENCE

• Relevant experience within the UN System, Embassies or international organizations.
• Relevant professional training in a social sciences field, such as project management, economics, finance, accounting or administration.
• Experience in monitoring and following up on administrative matters.
• Experience in application of rules, practices, procedures, guidelines, protocols and policies.

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annualleave, family allowance, medical insurance, pension plan etc.
For more information in benefits and entitlements, please consult ICSC website.

SELECTION AND RECRUITMENT PROCESS

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