Programme Assistant
JOB DETAIL
OVERVIEW
Post Number : 3ECADM0705RP
Grade : G-4
Parent Sector : Field Office
Duty Station: Quito
Job Family: Administration
Type of contract : Fixed Term Field
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 03-AUG-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in Ecuador may apply to this position.
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director and Representative of UNESCO Quito Office and direct supervision of the Culture 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. Further, the Programme Assistant is responsible for retrieving pertinent information, assembling and collating information and contributing to the logistical and administrative preparation of events. The post also extracts, follows up, tracks and reports of budgetary information and expenditures. In this context, the incumbent shall:
- Aids Programme Specialists in the search, location, compilation, review and update of information and data used in the development of documents, work plans and budgets; enter and update approved work plan/budget data in the electronic system, ensure accuracy and compliance with approved amounts; run reports from the automated systems in order to assist in the preparation of regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by supervisor and responsible managers.
- Prepares a variety of administrative documentation using examples or templates; initiates administrative procedures and ensures follow-up; reviews requests for payments against contractual obligations in the financial system, and provides information on payment status and remaining obligations to supervisor(s).
- Organizes meetings, events and workshops by booking venues, equipment and providing other related logistical support; identifies, reviews for style, format and accuracy, and assembles documents and pertinent information in support of such events and meetings; collating information and data for presentations; initiating procedures for associated services required; provides administrative support during the event; collect minutes and decisions.
Long Description
- Initiates travel authorizations in conjunction with meetings, workshops, conferences or sessions; makes travel arrangements; tracks and prepares itinerary and agenda; prepares associated documentation; facilitates the travels of visiting officials by providing information and preparing the necessary documentation.
- Receives, analyses, sorts, registers and distributes correspondence, documents and process requests for data and reports; determines the importance and priority of documents received and follows-up required; drafts correspondence; reviews, proofreads and edits out-going correspondence according to standard practices and protocol, and to ensure proper grammar, spelling and punctuation; recommends changes/corrections; and provides informal translations of documents.
- Responds to enquiries and follows-up on routine outstanding matters; provides information to supervisor(s) and colleagues; makes appointments, receives visitors and takes telephone calls, answering enquiries and/or referring them to the applicable specialist. As directed, liaises with HQ services to obtain additional information/clarification. Records, updates and retrieves information, documentation and data from the Office/ Bureau filing systems.
Long Description
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
- 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.
- Flexibility to adjust work schedules and priorities. Capacity to work under pressure.
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
- Excellent organizational, coordination and filing skills.
- Excellent interpersonal and communication skills, including ability to draft correspondence and correct documents.
- Excellent IT skills and good knowledge of standard office software packages (MS Word, Excel, PPT, Teams, etc).
LANGUAGES
- Excellent knowledge (oral and written) of English and Spanish.
DESIRABLE QUALIFICATIONS
EDUCATION
- Relevant professional training in administration, sceretarial studies, project management, economics, finance or accounting.
WORK EXPERIENCE
- Experience within the UN System, Embassies or international organizations.
- Experience in monitoring and following up on administrative matters.
- Experience in application of rules, practices, procedures, guidelines, protocols and policies.
SKILLS AND COMPETENCIES
- Knowledge of SAP or other ERP systems.
LANGUAGE
- Working knowledge of French.
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is USD 16,258.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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.
