UNESCO | Programme Assistant

UNESCO - PROGRAMME ASSISTANT - Ramallah

Application Type : External Vacancy
Job ID/Title :     914 - UNESCO - PROGRAMME ASSISTANT
Brand : UNSCO
Application Deadline : 14-Oct-16
Duty Station :     Ramallah
    

Background:
Under the guidance and direct supervision of the Education Specialist, and overall supervision of the Head of Office, the incumbent will be responsible for the delivery of a range of office, financial, procedural and administrative activities in support of projects/programmes delivery.
Description of Responsibilities:
The post is responsible for retrieving pertinent information, assembling and collating data and contributing to the logistical and administrative preparation of project activities and events, low-value contracting, payments to partners and suppliers. The post also extracts, follows up, tracks and reports on budgetary information and expenditures pertaining to different projects, in close liaison with the Administration Unit of the Office. There is no supervisory responsibility. The incumbent:

-Aids the Programme Specialists in the search, location, compilation, review and update of information and data used in the development of documents, work plans, budgets and reports; enters and updates approved work plan/budget data in the electronic system, ensuring accuracy and compliance with approved amounts; runs reports from the automated systems in order to assist in the preparation of regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by supervisor and responsible managers.
-Prepares a variety of administrative documentation using examples or templates; initiates administrative procedures and ensures follow-up and compliance to agreed organisational guidelines; reviews requests for payments against contractual obligations in the financial system, and provides information on payment status and remaining obligations to supervisor(s).
-Organizes meetings, events and workshops by booking venues, equipment and providing other related logistical support; identifying, reviewing for style, format and accuracy, and assembling documents and pertinent information in timely support of such events and meetings and contracting as per organisational guidelines; collating information and data for presentations; initiating procedures for associated services required well in advance; provides administrative support during the event; collects minutes and decisions.
-Initiates travel authorizations in conjunction with meetings, workshops, conferences or sessions; makes travel arrangements; tracks and prepares itinerary and agenda; prepare associated documentation; facilitate the travels of visiting officials by providing information and preparing the necessary documentation for review and certification in Administration, including by liaising with the Administration Unit and the Security Focal Point for any security clearance requests and other security related procedures.
-Responds to enquiries and follows-up on routine outstanding matters; provides information to supervisor(s) and colleagues; makes appointments, receives visitors and takes telephone calls, answering enquiries and/or referring them to the applicable specialist.  As directed, liaises with HQ services to obtain additional information/clarification relating to projects financial administration. Records, updates and retrieves information, documentation and data from the Office/ Bureau filing systems.
-Receives, analyzes, sorts, registers and distributes correspondence, documents and process requests for data and reports; determines the importance and priority of documents received and follows-up as required; drafts correspondence as well as emails/faxes; reviews, proofreads and edits out-going correspondence according to standard practices and protocol, and to ensure proper grammar, spelling and punctuation; recommends changes/corrections; and provides informal translations of documents from and into English/Arabic. Maintaining up-to-date filing (electronic and hard-copy) and archiving of project documents.
-Any additional activities that may be required to ensure the success of the overall work team.

Competencies :


Skills/Competencies

- Excellent interpersonal, writing, reading, speaking and communication skills.
- Excellent organizational and coordination skills.
- Good time management skills.
- Capacity to deal efficiently and tactfully with internal and external partners/institutions and other stakeholders at all levels in a multicultural environment.
- Ability to work under pressure, to deal with complex situations and flexibility to adjust work schedules.
- Sense of diplomacy, discretion and professional integrity.
- Excellent IT skills (Outlook, Word, Excel, PowerPoint, etc.).

Qualifications :

Education

-Completed secondary, technical and/or vocational education.

Work Experience

-At least three years of professional experience in administrative or finance-related tasks in an international environment.

Languages

-Excellent knowledge of Arabic and good knowledge of English.

DESIRABLE QUALIFICATIONS
Education

-Specialized training/certification in administration, Finance or Accounting.

Work Experience

-Working experience in similar functions within the UN System or an international organization/institution.

BENEFITS AND ENTITLEMENTS
UNESCO’s salaries are paid in local currency. Other benefits include 30 days annual leave per annum, family allowance, medical insurance and pension plan. Please note that UNESCO is a non-smoking organisation. A written examination, in addition to competency-based oral interviews will be used in the evaluation of candidates.
 
 

 
“UNDP/PAPP is an equal opportunity employer: applications from both internal and external men and women will be considered equally” UNDP actively supports the Convention on the Rights of Persons with Disabilities adopted by the United Nations General Assembly Important message to all applicants!
 - Please be aware that the UNDP/PAPP will review your application only if you have uploaded Personal History Form (P.11) to your application.

- You will get the opportunity to upload the P-11 at when you apply for the position.
 

Apply now

- Incomplete applications or applications received after the closing date will not be given consideration.
Please note that only applications that are under consideration will be contacted.
 - For more detailed information about UNDP/PAPP please visit our website at www.undp.ps.

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