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Project Assistant - SC 5

OVERVIEW

Parent Sector : Culture Sector (CLT)

Duty Station: Jakarta

Job Family: Culture

Type of contract : Non Staff

Level : Level 3

Duration of contract : From 1 to 6 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 04-Dec-2021

 

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

Only Indonesian nationals or persons with the right to work in Indonesia may apply to this position.

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall supervision of the Director of UNESCO Office, Jakarta, and the direct supervision of the Programme Specialist, Culture Unit, the incumbent shall coordinate and perform a full range of office support, administrative, and management support tasks for the smooth efficient organization and delivery of culture programme activities/projects.  The tasks include:

 

  • Track and report on programme activities;  prepare project evaluations reviewing activities and budgetary data/ information from current or past initiatives. Respond to enquiries; monitor the activities and budget of the projects and programmes within the assigned programme(s)/projects in compliance with programme and budgetary requirements and financial regulations; alert the supervisor(s) of issues/errors/ omissions/ discrepancies observed and undertake corrective action. Collate information and draft regular and ad hoc acvities and budgetary/ financial updates, reports, statistics and/ or projections for use and scrutiny by management/ staff as well as donors.
  • 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 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.

 

Long Description

  • In collaboration with team members, assess administrative support needs for meetings/ events/ workshops/ seminars, travel, document processing and publication production, and coordinate office support services for the same.  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.
  • Provide support in the implementation of project/programme activities; assist in preparing programme/project reporting documentation.   Assist unit in maintaining internal and external relations for the implementation of Culture Unit’s programme activities; participate in meetings and other activities with relevant partners and stakeholders; undertake missions; assist in resource mobilization by supporting research and development of new projects, concept notes, proposals, and identification of potential donors and partners.   
  • Assist unit in maintaining/updating unit programme/file records; Provide support in developing programme/project related correspondence ensuring completeness, accuracy, and compliance to UNESCO’s format standards.
  • Additional activities that may be required to ensure the success of the work team.

 

Long Description

Long Description

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, technical or vocational school degree in  Human or Social Science, International Relations, or Management

WORK EXPERIENCE

•            Minimum 5 years of relevant practical experience in programme and /or administration support service, preferably on Social or Culture issues;

 

SKILLS/COMPETENCIES

•            Internet literate and able to use Microsoft Office software packages (MS Word, Excel, etc.);

•            Good interpersonal skills with the willingness to learn and work in a multicultural environment;

•            Good knowledge on Indonesia’s cultural sectors is desirable;

•            Good attention to detail, multi-tasking, and organizational skills;

•            Ability to handle multiple activities to organize own work priorities and deadlines.

LANGUAGES

•            Fluency in written and spoken English is an absolute necessity;

•            Fluency in written and spoken Indonesia is required;

•            Able to express ideas in concept notes, formal proposals, discussions, and public presentation in clear and concise manner.

BENEFITS AND ENTITLEMENTS

 

Annual Salary: IDR 213,990.448 p.a. (Inclusive of Social Benefits)


Other benefits include 30 days’ annual leave.

 

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 applies a zero tolerance policy against all forms of harassment.

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.