Programme Assistant

Title:    Programme Assistant  (Only candidates resident in Indonesia with authorization to work in the country are eligible to apply)
Domain:    Programme Implementation
Grade:    G-4
Post Number:    4IDFSC0702RP
Organizational Unit:    FSC
Duty Station:    Jakarta
Type of contract:    Fixed Term
Annual salary: Approx.140.671.000 Rps
Deadline (midnight, Paris time): 31 October 2019

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

Overview of the functions of the post
Under the direct supervision and guidance of the Director of UNESCO Office in Jakarta, the incumbent of the post assists various Programme Specialists (Natural Sciences and Social and Human Sciences) in their daily implementation on UNESCO Programmes. As a team member, the Programme Assistant provides support in the organization and delivery of Programme activities/ projects carrying out a range of office support and administrative functions.

Specific tasks for the post will be as follows:

  1. 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.
  2. 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 Administrative Officer (AO)/Executive Officer (EO) Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; 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.
  3. 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.
  4. 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.
  5. 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/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.
  6. 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.



Competencies
A successful candidate will be required to demonstrate the following competencies:

  • Accountability
  • Communication
  • Teamwork
  • Innovation
  • Results focus
  • Planning and organizing
  • Knowledge sharing and continuous improvement


For detailed information please consult the UNESCO Competency Framework


Required qualifications

Education

  • Completed secondary, technical or vocational education.

Work Experience

  • Minimum three (3) years of relevant experience in programme management

Skills and competencies

  • Strong communication skills;
  • Good organizational and coordination skills, ability to take initiatives; establish priorities and capacity to work efficiently under pressure.
  • Capacity for accuracy and attention to detail.
  • Strong analytical skills and ability to analyze complex issues.
  • Excellent IT skills.

Languages

  • Excellent knowledge of English and Bahasa (spoken and written).

 

Desirable qualifications

Education

  • Training/Certificate in programme and/or project management.

Work Experience

  • Experience within the UN System or international organizations.
  • Experience in programme implementation.


Skills and competencies

  • Ability to work in a multicultural environment.

Languages

  • Knowledge of other official UN languages (Arabic, Chinese, French,  Russian, Spanish)

Assessment

An assessment exercise may be used in the evaluation of candidates.

Application Process

Interested applicants should forward a mandatory UNESCO CV (Form HR 5-1) with a covering letter in English to the e-mail address:
Recruitment.Jakarta(at)unesco.org by indicating the post title and the post number they are applying for in the subject line “Application for Programme Assistant, 4IDFSC0702RP”.

Interested and suitable candidates should ensure that their application is complete and submitted on or before 31 October 2019 (midnight, Jakarta time). Applications that are incomplete or are received after the deadline will not be considered.

Due to the volume of applications, only short-listed applicants will be contacted.

Benefits and entitlements

UNESCO’s salaries are paid in Local currency and are exempt from tax. Other benefits include: 30 days annual leave, family allowance, medical insurance and pension plan. 

Please note that UNESCO is a no-smoking Organization.

Back to top