Programme Assistant – UNESCO – South Sudan

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the authority of the Head of Office and the direct supervision of programme Officer, the incumbent shall perform the following programme and administrative support services in compliance with UNESCO Rules and Regulations,

D.1. 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; enters and updates approved work plan/budget data in the electronic system, ensuring accuracy and compliance with approved amounts; runs 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.

D.2. 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).

D.3. Organizes meetings, events and workshops by booking venues, equipment and providing other related logistical support; identifying, reviewing for style, format and accuracy, and assembling 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; collects minutes and decisions.

D.4. Initiates travel authorizations in conjunction with meetings, workshops, conferences or sessions; makes travel arrangements; tracks and prepare itinerary and agenda; prepare associated documentation; facilitate the travels of visiting officials by providing information and preparing the necessary documentation.

D.5. 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 as well as emails/faxes; 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.

D.6. 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.

D.7. Additional activities that may be required to ensure the success of the work team.

REQUIRED QUALIFICATIONS

Education

High school or equivalent. Training in Education, business studies or directly related fields is highly desirable.

Work Experience

3 years of experience in administration, Education or related fields. A minimum of one (1) year whith UN organizations or other international organizations.

Skills/Competencies

· Outstanding writing and reporting skills.

· Full proficiency in computer office applications.

· Proven projects management skills.

· Excellent inter-personal communications skills.

· Proven ability to work in a challenging international environment.

DESIRABLE QUALIFICATIONS.

Education

Training in Education, business studies or directly related fields is highly desirable.

Work Experience

3 years of experience in administration, Education or related fields. A minimum of one (1) year whith UN organizations or other international organizations.

Skills/Competencies

· Outstanding writing and reporting skills.

· Full proficiency in computer office applications

· Project management skills.

· Excellent inter-personal communications skills.

Languages

Full English language profeciency

Knoledge of local language(s).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits include: 30 days annual leave, family allowance, pension plan and medical insurance contributions at the applicable rates.

Only pre-selected candidates will be contacted. The applications of the non-selected applicants will be retained by UNESCO for reference.

Please note:

UNESCO is committed to gender equality in its programming and to gender parity within the Secretariat. Therefore, women candidates are strongly encouraged to apply. UNESCO is a non-smoking organization. UNESCO does not charge a fee at any stage of the recruitment process.

A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES.