Programme Assistant

OVERVIEW

Post Number : 3GTADM0704RP

Grade : G-4

Parent Sector : Field Office

Duty Station: Guatemala City

Job Family: General Administrative Support

Type of contract : Fixed Term Field

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 04-JUN-2024

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

Only candidates who are entitled to work in Guatemala can apply to this position

OVERVIEW OF THE FUNCTIONS OF THE POST

The post is located in UNESCO Office in Guatemala and the incumbent will work under the overall delegated authority of the Head of Office and Bureau/ the Programme Specialist(s) designated by the HFO. The incumbent is tasked with the delivery of a range of office, financial and administrative activities in support of projects or progammes delivery.

The post is responsible for retrieving pertinent information, assembling and collating information and contributing to the logistical and administrative preparation of events. The post also extract, follows up, tracks and reports of budgetary information and expenditures.

The incumbent shall perform following tasks:

• Deliver a range of office, financial and administrative activities in support of projects or programmes by retrieving pertinent information, assembling and collating information and contributing to the logistical and administrative preparation of events.
• Produce complete and in final form documents, publications and correspondence related to the work of the Section or 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 or project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager. Provide administrative support for fund raising initiatives.
• 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 AO of the Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; produce regular and ad-hoc reports on outstanding commitments, 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.

Long Description

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

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical or vocational school education.

Work Experience

• At least three (3) years of relevant work experience in programme assistance, and/or administrative support tasks or related tasks.

Skills and Competencies

• Ability to take initiative and provide timely, quality support and services.
• Good interpersonal and communication skills.
• Good IT skills with proficiency in the use of MS Office (Word, Excel, Power Point, etc.).
• Ability to work under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Good organizational and coordination skills with the ability to take initiative, establish priorities and monitor own work plans.
• Ability to work efficiently in a multi-cultural environment, with team spirit.

Languages

• Excellent knowledge (written and spoken) of English.

DESIRABLE QUALIFICATIONS

Work Experience

• Relevant experience in similar functions within the UN system or any international organization/institution.

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 139 068 Quetzales.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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