Team Assistant

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Description

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Under the overall authority of Director, UNESCO Jakarta Office, and direct supervision of the Senior Programme Specialist, ED (PS/ED), the incumbent shall support the development and implementation of ED unit projects in close coordination with the project team. The incumbent shall perform the following tasks

Support project/programme activities tracking; prepare project evaluations reviewing budgetary data/ information from current or past initiatives. Respond to enquiries; monitor assigned programme(s)/project budgets, alert supervisor(s) of errors  /omissions/discrepancies observed and undertake corrective action.

Support collation of information to support development of budget proposals, reports, and/or other financial projections.

Provide support in programme administration with regard to organization 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; analyse and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, etc. according to standards and formats.

In collaboration with team members assess administrative support needs for meetings/ events/workshops/seminars, travel arrangements, document processing/publication production, procurement, and coordinate office support services for the same. Inform management and team members of process, procedures and time frames to secure administrative services necessary for programme/project activities execution. Initiate a variety of contractual documents using sample templates and support procurement activities and launch of purchase requisitions in DUO; verify requests for payments against contractual obligations in the financial system; support contractual monitoring and provide information on payment status, remaining obligations, etc. to the responsible officer.

Provide guidance to contractors on project/programme reporting requirements; Initiate travel authorization and support travel arrangements for team staff; Provide guidance to staff on general office administrative processes and procedures, automated systems, computer applications, etc.

Provide general office assistance, draft correspondence, emails and support development of 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 unit mailing lists and other contact lists. Handle routine administrative tasks.

Maintain internal and external relations for the implementation of the Education Unit’s programme activities; participate in meetings and other activities with relevant partners and stakeholder; undertake missions; assist in resource mobilization by developing new project concept note and proposals and identifying potential donors and partners.

Any other duties as assigned by immediate supervisor or the Director of UNESCO Jakarta Office

Required Qualifications

Education: 

• Completed secondary, technical or vocational school education.

Work Experience:

• Minimum 05 (five) years relevant practical technical and administrative support in project management preferably in humanitarian development.
• Knowledge of general office and administrative support including administrative policies, processes and procedures.
• Proven experience in providing administrative support for event organization (off-line and online), procurement, travel arrangement, budgetary expenses tracking/verification, etc.
• General clerical and administration support.

Skills:

• Planning and Organization: Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate time to complete work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
• Communication: ability to draft documents and express views and ideas in writing and speaking in a clear and concise manner; Good interpersonal skills; Active listening correctly interpreting messages from others and responds appropriately; demonstrates openness in sharing information and keeping people informed.
• Ability to work effectively as part of a team; ability to work independently with minimum supervision.
• Strong analytical skills with ability to analyze complex issues and convey concise clear accounts of information.
• Ability to anticipate needs and suggest ideas to solve problems and to improve the team’s operation.
• Ability to work under pressure while maintaining accuracy in order to meet deadlines.
• Multitasking: Proven ability to manage multiple administrative tasks comprehensively for a team or a project.

Languages:

• Good knowledge (spoken and written) of English language.

Source: https://careers.unesco.org/job/Dili-TEAM-ASSISTANT-(SC-5)/813909302/

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