Senior Programme Assistant (SC5) Kyiv
Senior Programme Assistant
Parent Sector : Education Sector (ED)
Duty Station: Ukraine
Job Family: Programme Coordination
Type of contract : Non Staff
Level : Level 2
Duration of contract : 11 months, renewable subject to satisfactory performance and availability of funds
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 27/01/2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
A. Main duties and responsibilities
Under the overall authority of the Kyiv Desk Liaison Officer, guidance of the Senior Education Coordinator and the direct supervision of the Education Officer, the Programme Assistant shall contribute to the work of the Education Sector in Ukraine, supporting to the implementation of the educational projects in the sphere of MHPSS, repairs of educational infrastructure, teacher training, etc.
Specifically, the incumbent shall:
• Draft contracts based on the information provided by the education team.
• Monitor and follow up on contracts to ensure deliverables are submitted timeously by implementing partners and or service providers as per established contracts, with escalation to relevant officers for arising issues.
• Initiate payment upon satisfactory performance and/or delivery of goods or services.
• Conduct vendor due diligence and facilitate registration of new consultants and service providers as vendors in the global UNESCO vendor system.
• Draft and assist in preparing background documents, meeting agendas, invitations, correspondence, minutes, forms, briefing notes, presentations, and other relevant documents in English and Ukrainian.
• Provide administrative and logistical support in organizing meetings, conferences, missions, including travel authorizations and make travel arrangements, and other relevant programme activities.
• Informally translate documents from either Ukrainian/English into the other language and assist with interpretation in relevant meetings.
• Develop and maintain project databases and contact lists and assist with the dissemination of key information with UNESCO’s partners.
• Provide general office assistance, receive, register, review and draft correspondence, emails.
• Undertake other tasks as deemed relevant by the direct supervisor and/or UNESCO ED management.
Long Description
B. Organizational environment and partnerships
The Programme Assistant will work closely with the Liaison Officer, the National Project Officers and HQ Education Team in the Education response, supporting the ED programme activities and project implementation.
The Programme Assistant main internal contacts will be the Kyiv Desk colleagues, the ED sector team at HQ. The external contacts will be ED consultants, implementing partners.
Long Description
D. Expected results and duration of the assignment
What are the expected results?
• Administrative and logistical support to programme activities in Ukraine provided.
• Background documents, meeting agendas, invitations, correspondence, minutes, forms, briefing notes, presentations, and other relevant documents in English and Ukrainian drafted and prepared.
• Administrative and logistical support in organizing meetings, conferences, missions, and other relevant programme activities provided.
• Files, records, and correspondence in a systematized manner and in close coordination with UNESCO Headquarters and UNESCO Desk in Ukraine tracked and maintained.
• Documents from either Ukrainian/English into the other language and assist with interpretation in relevant meetings informally translated.
• Project databases and assist with the dissemination of key information with UNESCO’s partners developed and maintained.
• Tasks deemed relevant by the direct supervisor and Senior Education Coordinator undertaken.
• 11 months (with the possibility of extension subject to performance and resource availability)
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Academic qualifications
• Completed university bachelor degree.
Professional experience
- a Minimum of five (5) years of work experience in providing administrative support to programmes and projects teams or 3 years of work experience if a candidate holds a two-year master degree.
Skills and competencies
• Ability to manage information objectively, accurately, and confidentially.
• Flexibility and adaptability to work schedules and priorities according to workload, emergencies, and deadlines.
• Ability to design, work and execute tasks independently with thoroughness, care, and method.
• Ability to work with and within multicultural teams.
• Excellent interpersonal skills and the ability to work effectively in a team and in a multicultural environment.
• Very good knowledge of IT skills (Microsoft Word, Excel, PowerPoint, Intranet, Internet, etc.).
Languages
• Excellent knowledge (written and spoken) of English and Ukrainian
DESIRABLE QUALIFICATIONS
• Relevant professional experience in UN System or at the international level.
• Experience in supporting teams in media development and freedom of expression-related fields.
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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