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Programme Assistant (Educational Innovation and Skills Development)

VACANCY NOTICE NUMBER: VN032023-18258-SC-PAS-EISD

Parent Sector : Field Office

Duty Station: Bangkok

Job Family: General Administrative Support

Type of contract : Non Staff

Level : Level 4; SB-2 (SC-4)

Duration of contract : 1 year; Initial three (3) months probationary period; renewal subject to satisfactory performance and availability of funds

Recruitment open to : External candidates

Application Deadline (Midnight Bangkok Time) : 08-02-2023

 

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

 

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, Vietnam 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) Higher Education, (ii) Technical and Vocational Education and Training (TVET), (iii) Teachers, (iv) Literacy, Skills Development and Non-formal Education, (v) ICT in Education, (vi) Future of Learning, Research and Foresight.

MAJOR DUTIES AND RESPONSIBILITIES

 

  • Produce complete and in final form documents, publications and correspondence related to the work of the Section from draft texts. Search, locate, compile, review and update information and data used in the development of documents, work plans, 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/ project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager. Provide administrative support for fund raising initiatives.

Long Description

  •  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/EO Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; 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 section and assist in providing software and office equipment support.

 

  • 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.

 

  • Perform additional activities 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

  • Secondary education, technical and/or vocational school diploma. 

 
Work Experience

  • Minimum four (4) years (with Secondary education), or, minimum one (1) year (with Bachelor’s Degree) of relevant experience in related disciplines, general administration, accountancy or finance, programme support service, or related field. 
  • Experience in administrative support in an international environment, preferably with the UN/multilateral/bilateral institutions.

 
Skills and competencies 

  • Good financial skills (budget breakdown, planning, and monitoring)
  • Excellent communication and coordination skills.
  • Excellent organizational and planning skills.
  • Excellent writing skills in English and Thai.
  • Capacity for accuracy and attention to detail in the preparation of correspondence and documents. 
  • Good interpersonal skills, discretion, good sense of judgment, and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Cooperative behavior and attitude to work in a team successfully.
  • Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).
  • Ability to work under pressure and flexibility to adjust work schedules and priorities. 

 
Languages

  • Excellent knowledge of English and Thai. 

DESIRABLE QUALIFICATIONS

Education

  • Bachelor’s degree in the field of business administration, public administration, education, communication, social sciences, development studies, or related areas.

 
Work Experience

  • Familiarity with the UN system or the administrative operation of UN agencies. 
  • Experience in international project management, coordination, and implementation 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 document, at the end of the Word document, please insert extra pages with the following required information: a cover letter; and 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). 
 
Please note that all candidates must complete an online application and provide complete and accurate information. No modifications can be made to the application submitted. 

 

ASSESSMENT

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 recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as 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. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities 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.