Programme Assistant

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Job Description

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the Assistant-Director General of the Natural Science Sector, guidance of the Director of the Division of Water Sciences (SC/HYD) and the direct supervision of the Chief of the Section of Groundwater Sustainability and Water Cooperation (SC/HYD/GSW), the incumbent will support the HYD/GSW Section with administrative matters and office support functions. The incumbent will ensure the quality and consistency of the office workflows and information management.

In particular the incumbent will perform the following duties:

Budgetary Support:

Review and analyse budgetary data from current and past initiatives.
Respond to budgetary inquiries and draft regular and ad hoc budgetary /financial updates, reports, statistics, and projections for management, staff, and donors for regular programme and extra-budgetary funds.

Programme Administration:

Assist in organizing statutory meetings, outreach activities, partnership initiatives, and special events.
Retrieve, research, and verify information for relevance and accuracy.
Assemble documents, prepare agendas, reports, presentations, and speeches according to standards and formats.
Handle logistical arrangements such as venue selection, participant lists, invitation letters, and processing requests for translation, printing, and document dispatch for statutory meetings.
Coordinate services for webcasting, recording, and transcription of debates.

Administrative Coordination:

Assess and coordinate administrative support for external expert missions, meetings, events, workshops, seminars, travel, document processing, and consultant engagements.
Inform management and team members about processes, procedures, and timeframes for securing administrative services needed for programme/ project execution.
Initiate contractual documents for consultants/temporary assistance, prepare purchase requisitions, verify payment requests, and provide information on payment status and obligations.

Project and Programme Reporting:

Guide and support project and programme reporting requirements.
Prepare human resources’ related requests (e.g., recruitment of temporary personnel, transfers).
Process visas and other documentation as needed.
Initiate travel authorisations and make travel arrangements for team staff.
Provide assistance to partners and stakeholders as required.

Documentation and Records Management:

Maintain and 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, contracts, personnel, and other administrative matters.
Update staff and equipment listings.
Ensure the proper creation and closure of files and their safe retention.
Provide general office assistance, including receiving, registering, reviewing, and drafting correspondence and emails.
Type a variety of reports and tables to document and transmit administrative or budgetary information.

Verify outgoing correspondence for completeness, accuracy, and compliance with UNESCO format standards.
Maintain mailing lists and other contact lists.

REQUIRED QUALIFICATIONS

Education

Completed secondary, technical or vocational education.

Work Experience

Minimum five (5) years of relevant work experience in secretarial, and administrative support tasks or related tasks, preferably in an international environment.

Skills and competencies

Good analytical and organizational skills;
Good interpersonal and communication skills, including good drafting skills in English and/or French.
Ability to draft correspondence and correct documents.
Good organizational and coordination skills.
Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
Ability to work effectively and maintain effective working relations within a multi-cultural environment.
Diplomacy and politeness in dealing with external and internal partners requesting information.
Flexibility to adjust work schedules and priorities and capacity to work effectively under pressure.
Ability to manage heavy workloads and to meet tight deadlines, paying close attention to detail.
Solid computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).

Languages