Proramme 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 Education Sector, overall guidance of the Director of the UNESCO New Delhi, South Asia Regional Office, and direct supervision of the Programme Specialist in Education, the Programme Assistant for Education will provide support to the Education Sector’s programmes, activities and operations, and undertake a range of office support and administrative functions.

BUDGET AND FINANCIAL MANAGEMENT:

Assist in the preparation and regular update of the Education Sector’s procurement plan and budget plan.
Monitor the budget of the Education Sector, track expenditures and additional contributions received, ensure payments and financial obligations, and provide routine financial records, in close coordination with Administrative Department. Provide information, explanation and guidance on basic rules and procedures related to budget usage.
Maintain an updated and accurate record of ongoing contracts and monitor their implementation to ensure that contract deliverables are submitted/received as per agreed timeline.
Raise payment requests/invoices of such vendors/consultants as per the requirement and established processes.
Assist the Education Sector in identifying cost-effective vendors/suppliers/consultants/service providers for various operational requirement of the sector, and advise on recruitment processes as per UNESCO’s procedures, rules, and regulations.
Complete the process of vendor registration and manage accurate and updated vendor information as per UNESCO’s standard procedures.
Support the Education Sector to prepare the Terms of Reference (ToR) of vendors/suppliers/consultants/service providers and draft contracts in compliance with UNESCO’s procedures, rules, and regulations.

COORDINATION FOR THE SECTOR:

Provide administrative support to Education Sector colleagues to ensure effective decision-making processes, and smooth and efficient implementation of the education programme of the UNESCO New Delhi Office.
Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work.
Ensure accurate recording of attendance and leave; and maintain coherent paper-based and electronic databases with attention to relevance, timeliness and confidentiality.
Receive, analyse, register, and distribute incoming correspondence and other documents; determine the importance and priority of documents received and establish deadlines for required action or reply. Answer and screen calls and requests with tact and discretion, and ensure appropriate follow-up action on deadlines and commitments on behalf of the ED Sector.
Facilitate the flow of knowledge and information between Education Sector and other Programme Sectors within the UNESCO New Delhi Office; recommend and establish systems and streamline procedures to enhance established workflows.
Oversee the general management of the Education Sector workspace and maintain office supplies and materials. Assist in providing updated software and office equipment support.
Act as focal point and trainer within the Education Sector whenever a new system/tool for financial, project, mission or security management is introduced.

TRAVEL MANAGEMENT:

Support the Education Sector to prepare and update travel plans; prepare required travel requisitions and monitor the budget; prepare materials for mission travel; make travel arrangements, hotel accommodations and other related logistics in accordance with UNESCO policies, procedures, and rules.
Coordinate with New Delhi’s Office Administrative Department to finalize travel request and settle travel claims as per UNESCO’s process.

EVENT MANAGEMENT:

Organize official meetings, events and workshops for the Education Sector by booking venues, equipment and providing other related logistical support. Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.
Schedule and manage Education Sector teams meetings which include UNESCO ED colleagues from New Delhi, Dhaka and Kathmandu Offices; take minutes and notes of these meetings as required.

REQUIRED QUALIFICATIONS

EDUCATION

Completed Secondary Education, technical and/or vocational diploma/certificate.

WORK EXPERIENCE

At least 3 years of relevant professional experience in the field of administration/financial management/ education/social sciences at the national or sub-regional level.
Experience of working to support the implementation of national and/or sub-regional development projects, in the area of education, and social and human sciences.
Experience in using web-based information management systems.

SKILLS AND COMPETENCIES

Project support, organizational and coordination skills; ability to handle large volumes of work; establish priorities, monitor deadlines and perform multiple tasks and take initiatives.
Good interpersonal skills, with the ability to work in a team and multi-cultural environment.
Ability to draft high quality, clear, concise notes and documents.
Excellent IT skills, including knowledge of standard office software i.e. Microsoft Office and familiarity with social media.
Capacity to adapt and adjust work schedules and perform diligently under pressure.
Familiarity with the work and general functioning of international organization and/or the UN system.

LANGUAGES