Programme Assistant
OVERVIEW
Parent Sector : Education
Duty Station: Port Sudan, required to travel when needed within Sudan
Type of contract : Service Contract
Level : SC-05
Duration of contract : 1 Year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Duty Station Time) : 30 December 2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall delegated authority of the Representative and Head of Office – UNESCO Sudan Office and under the direct supervision of the National Programme Officer, the SC holder is expected to provide specialized, comprehensive support to programme implementation in a timely, accurate and pro-active manner in compliance with relevant HR, Administrative and Financial rules and regulations of the Organization, practices, procedures, guidelines, protocols. The volume and complexity of work require a high attention to detail and accuracy.
The Service Contract holder is required to operate independently under overall guidance provided by her/his supervisor. The work is carried out in an environment where priorities and timeframes might change. The Service Contract holder is expected to establish effective working relationships with internal and external team members and partners in order to obtain/provide/exchange information and to discuss/resolve problems related to programme activities.
Long Description
The incumbent will perform the following tasks:
1. Produce, complete and put in final form documents, publications and correspondence related to the work of the Unit from draft texts; search, locate, compile, review and update information and data used in the development of documents, work plans and budgets; enter and update approved work plans/budget data in the automated system(s), keep track of budget based on bi-monthly procurement reports, ensuring accuracy and compliance with the approved amounts; run reports from the automated systems via SAP 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 or responsible project officer.
2. Prepare administrative documentation using UNESCO examples or templates; initiate administrative procedures/transactions and ensure follow-up, including payments and contracts follow-up on weekly basis with the supervisor and projects teams, in collaboration with the Administration Unit; collaborate with Associate Project Officer to ensure all works going according to the specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; anticipate and alert supervisor of outstanding obligations, timeframes and bottlenecks and suggest solutions. Also support Implementing Partners in preparing financial and required supporting documents.
3. Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support, including preparation of the TORs for related contractual arrangements; organize official travel in conjunction with meetings, events and workshops; make travel arrangements including for the education team; track and prepare itinerary and agenda; facilitate travel by providing/clarifying information and preparing the necessary documentation; 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.
4. Receive, analyse, sort, register and distribute correspondence, documents and process requests for data and reports; follow-up as required; draft correspondence letters and emails; provide informal translations of documents; maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data.
5. Assist in the design and development of awareness raising materials for the promotion and visibility of the project and its products (e.g. brochure, website, posts for office social media, posters, and advertisements).
Long Description
6. Assist in monitoring of contractors and consultants, as contracted by UNESCO for implementation of Projects; keep the contracts deliverables tracker updated and send reminders to contractors at least a week before submission of deliverables/reports and prefill the Deliverable Approval Form (DAF).
7. Assist in other administrative tasks, including: i) logistics support; ii) preparation of missions; iii) preparation of minutes of meetings, e.g. weekly project coordination meetings; and iv) overall administrative support for staff in all Education projects, and as needed to the office and upper management .
8. Build good relationships with all projects stakeholders, including consultants, and facilitate communication, coordination and project reviews with relevant departments line ministries and other governmental departments in Sudan and other UN agencies (e.g. ILO, UNICEF, UNWOMEN among others) and non- government organizations, according to work requirements and per the supervisors’ instructions.
9. Conduct other tasks requested by the supervisor and upper management to ensure the success of the teamwork for the office , including support to new project proposals.
The Contract Holder undertakes to carry out these tasks and services with care and diligence, and to comply with the instructions of his/her supervisor in connection with his/her duties as set out above.
UNESCO may assign additional tasks to the contract holder or may modify his/her tasks without the contract holder’s consent, provided those tasks are consistent with his/her duties as set out above.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary education, technical or vocational education.
Work experience
- A minimum of five years of work experience in administrative support and/or project/programme implementation assistance.
Competencies
- Excellent ability to deal with tasks related to meetings, travel, etc. and with follow-up.
- High attention to detail and ability to work under pressure; flexibility to adjust work schedules and priorities.
- Excellent organizational, interpersonal and communication skills combined with the ability to work in a multicultural team with sensitivity and respect for diversity. Ability to act with tact, diplomacy and discretion. Ability to convey verbal information effectively, to draft correspondence and correct documents in accordance with established standards and requirements.
- Computer skills: Proficiency in MS Office (Word, Excel, Outlook, PowerPoint), knowledge of InDesign, WordPress and integrated enterprise resource planners (preferably SAP).
Languages
- Excellent knowledge of English and Arabic.
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 an 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.
Please note that UNESCO is a non-smoking Organization.