Programme Assistant

Title: Programme Assistant 

Domain: Programme Implementation

Grade/Level : G-5

Post Number: 4IDFSC0718RP

Organizational Unit: UNESCO Office in Jakarta

Duty Station: Jakarta

Type of Contract: Fixed Term

Recruitment Open for: Only candidates entitled to work in Indonesia may apply to this post

Annual Salary: Approx. IDR 170.604.000

Deadline (midnight, Jakarta time): 31 August 2018


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 will perform the following tasks:

  1. 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 assigned programme(s)/projects in compliance with programme and budgetary requirements and financial regulations; alert the supervisor(s) 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.
  2. 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; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, speeches, etc. according to standards and formats. Look for possible venues; prepare list of participants; draft invitation letters, etc. Process requests for translation, printing, dispatch of information documents for statutory meetings; coordinate the delivery of translation services; complete forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
  3. 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. Inform management and team members of process, procedures and timeframes to secure administrative services needed for programme/ project execution. Initiate a variety of contractual documents using examples or templates; identify consultants, suppliers (from a roster), 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. 
  4. Provide guidance and support for project and programme reporting requirements; prepare paperwork, submit and prepare requests for approval of HR-related initiatives (e.g. recruitment of temporary personnel, transfer, etc.). This can also include processing visas, security cards and other documentation; preparing regular and ad hoc reports on HR movement, leave usage etc, for the supervisor, or on other staff resources funded via the extra-budgetary envelope. Initiate travel authorization and make travel arrangements, for team staff; provide assistance to partners and stakeholders as required. Provide guidance to staff on general office processes and procedures, automated systems, computer applications, etc.
  5. 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; update staff and equipment listings; 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. Handle routine administrative tasks, such as maintaining, assessing telephone billing, etc.

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

Core 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  5 years of relevant work experience in administrative and/or programme management support at the national or international level.

 

Skills and competencies

  • Proven record in working collaboratively with colleagues to achieve organizational goals and ensure timely delivery of results;
  • Ability to identify priority activities and assignments and make necessary adjustments as required;
  • Ability to work under pressure while maintaining accuracy and paying attention to details, strong analytical skills and ability to analyze complex issues;
  • Excellent skills in IT tools.


Languages

  • Excellent knowledge of English;
  • Full proficiency in the official language of the country of duty station (Bahasa Indonesia).

 

Desirable qualifications
Education
Specialized training/certification in programme/project management.

Work Experience
Minimum 5 years in programme implementation, preferably in the UN  System or an international organization.

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

How to apply?
All applications in English, with the most recent Curriculum Vitae and UNESCO Personnel History (P-11 form), and a non-returnable passport–size photo should be sent to the Finance and Administrative Officer, UNESCO Jakarta, and received by COB 31 August 2018, to one of the following :
UNESCO Jakarta
Jl. Galuh II No. 5
Kebayoran Baru
Jakarta 12110

By email to Recruitment.Jakarta@unesco.org with subject the “Vacancy Programme Assistant”.

Only short-listed candidates will be contacted and no telephone enquiries will be accepted.

Applications received after the closing date will not be considered. UNESCO reserves the right to accept or reject any application.

Benefits and entitlements

UNESCO’s salaries are calculated in Indonesian Rupiah (IDR) and exempt from income tax. Other benefits include: 30 days annual leave, family allowance, pension plan and medical insurance. More details can be found on the ICSC Website.

Please note that UNESCO is a no-smoking Organization.

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