Programme Assistant
JOB DETAIL
OVERVIEW
Parent Sector : Field Office
Duty Station: Apia
Classification of duty station: [[filter12]]
Standard Duration of Assignement : [[filter13]]
Job Family: Culture
Type of contract : Non Staff
Level :
Duration of contract : From 1 to 6 months
Recruitment open to : External candidates
Application Deadline (Midnight Paris Time) : 16 July 2023 [EXTENDED]
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only Nationals of Samoa or those with a legal right to live and work in Samoa can apply
OVERVIEW OF THE FUNCTIONS OF THE POST
The post is located in the Culture Programme Sector and works under the overall authority of the Director of Office and the direct supervision of the Culture Programme Specialist. As a team member, the Programme Assistant coordinates and performs a full range of support tasks for the smooth and efficient organization and delivery of programme activities/ projects.
Main Responsibilities
Track and report on programme activities; prepare project evaluations reviewing budgetary data/ information from current or past initiatives. Respond to enquiries; monitor the budget of the projects and programmes within the Section/Unit in compliance with programme and budgetary requirements and financial regulations; alert the supervisor of errors/ omissions/ discrepancies observed and undertake corrective action. Collate information and draft regular and ad hoc budgetary/ financial updates, reports, statistics and/ or projections for use and scrutiny by management/ staff as well as donors.
Long Description
Provide support in programme administration with regard to the preparation of outreach activities, partnership initiatives and special events. Track, retrieve, research files, reports, other records and past practices; Look for possible venues; prepare list of participants; draft invitation letters, etc.
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 office support services for the same. Initiate a variety of contractual documents using examples or templates and prepare purchase requisitions in accordance with instructions; verify requests for payments against contractual obligations in the financial system; process contractual transactions and provide information on payment status and remaining obligations to the responsible officer. Prepare minutes and monitor follow-up activities.
Long Description
Provide guidance and support for project and programme reporting requirements; Initiate travel authorization and make travel arrangements, for team staff; provide assistance to partners and stakeholders as required. Maintain/ update programme and project documentation and records, research, and track background information and documentation; maintain electronic and hard-copy files/ records/ data sources up-to-date on budgetary data, contract, personnel and other administrative matters;
Long Description
Ensure the proper creation and closure of files and the safe retention of the same. Provide general office assistance, receive, register, review and draft correspondence, emails and type a variety of reports and tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; maintain mailing lists and other contact lists.
Additional relevant activities that may be required to ensure the success of the work team as assigned by the immediate supervisor and Director of the Office.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completion of secondary and/or vocational education.
Work Experience
- Minimum 5 years of relevant work experience
Skills and Competencies
- Good interpersonal and communication skills, including very good writing skills.
- Good organizational planning, monitoring and reporting skills.
- Ability to work as part of a team to take initiative and to provide quality and timely support and services.
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
- Flexibility to adjust work schedules and priorities. Capacity to work under pressure.
- Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint etc).
Languages
- Excellent knowledge (oral and written) of English and Samoan.
DESIRABLE QUALIFICATIONS
Education
- Training on project management/reporting or relevant courses
Work Experience
- Relevant work experience in programme or administrative related tasks.
BENEFITS AND ENTITLEMENTS
This assignment is a full-time nature under UNESCO Service Contract Modality at the level of SC5 and will follow the official working hours of the UNESCO Office for the Pacific States in Apia, Samoa. The assignment will be until 31 December 2023 starting from the date a contract is signed by both parties. Appointment to this post is subject to medical clearance by a UN designated Physician. Estimated monthly salary is WST 1,779. UNESCO will make a contribution up to a maximum of 10% for pension and 5% for medical as its sole contribution. Further information regarding contractual modality as well as the applicable benefits package will be provided for short-listed candidates only.
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.
