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Programme Assistant, (SC-5) JA 09-2021

OVERVIEW

Parent Sector : Field Office

Duty Station: Bangkok

Job Family: Education

Type of contract : Non Staff

Level : Level 3

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 17-DEC-2021

 

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

 

Long Description

Only candidates entitled to work in Thailand may apply

OVERVIEW OF THE FUNCTIONS OF THE POST

Background Information

Since 1961, UNESCO Bangkok has had a dual role as both the Regional Bureau for Education and a Cluster Office. As the Regional Bureau for Education, UNESCO Bangkok provides technical expertise and assistance while serving advisory, knowledge-production, and sharing, monitoring and evaluation functions to assist Asia-Pacific Member States and other UNESCO field offices in the area of education. As a Cluster Office, UNESCO Bangkok helps implement UNESCO programmes (Education, Sciences, Culture, and Communication and Information) in Thailand, Myanmar, Lao PDR, Singapore, Viet Nam and Cambodia in cooperation with other UNESCO offices.

 

The Section for Educational Innovation and Skills Development (EISD) in the UNESCO Asia Pacific Regional Bureau for Education in Bangkok oversees programmes on (i) Future of Learning, Research and Foresight, (ii) Higher Education, (iii) Teachers, (iv) Technical and Vocational Education and Training, and (v) Non-formal Education and Literacy.

 

The post advertised is located under the Non-formal Education and Literacy team.  Main duties and responsibilities are mentioned below. 

Long Description

Major Duties and Responsibilities

Under the overall authority of the Director of the United Nations Educational Scientific and Cultural Organization (UNESCO) Asia-Pacific Regional Bureau for Education in Bangkok, Thailand and the chief of EISD, and under the direct supervision of the Programme Specialist, the incumbent shall be responsible for the following tasks:

 

1. Track and report on programme activities; prepare programme/project evaluations reviewing budgetary data/ information from current or past initiatives. Respond to enquiries; monitor the budget of the projects and programmes within the Section/Unit in compliance with programme and budgetary requirements and financial regulations; alert the supervisor 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. 

Long Description

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.).  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.

 

 

6. Perform any other tasks or activities as assigned by the Supervisor that may be required to ensure the success of the work team. 
 

COMPETENCIES (Core / Managerial)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

  • Bachelor’s Degree in the field of education, communication, social sciences, development studies, or related areas.

 

Work Experience

  • At least two years of relevant experience in project and programme support and implementation. 
  • Experience in an international environment, preferably in a United Nations organization.  

 

Skills and competencies 

  • Excellent communication, organizational and coordination skills.
  • Capacity for accuracy and attention to detail in preparation of correspondence and programme documents.
  • Ability to take initiatives and to provide quality and timely support and services.  
  • Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.) and for webpage management and news circulation. 
  • Ability to work under pressure and flexibility to adjust work schedules and priorities. 


Languages

  • Excellent knowledge of English and Thai both verbal and writing.

 

DESIRABLE QUALIFICATIONS

Education

  • Master’s degree in the field of education, communication, social sciences, development studies, or related areas.

 

Work Experience

  • Familiarity with the UN system or the administrative operation of UN agencies. 
  • Experiences in developing webpages and database will be an advantage. 

 

Languages

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

APPLICATION PROCESS

Interested applicants should click on “Apply Now” and download and complete the Employment History form (Word document). 
Prior to uploading the documents, at the end of the word document, please insert with the following required information
•    a cover letter;
•    a full resume (stating details of educational qualifications and work experience, present income, home and office contact addresses, email address, telephone numbers and three references).

Applications must be submitted by 17 December 2021 (23:59 Bangkok time). Please note that applications received after the deadline will not be accepted. 

Only short-listed applicants will be contacted.
 

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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UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.