OVERVIEW

Post Number : 3JMADM0701RP

Grade : G-4

Parent Sector : Field Office

Duty Station: Kingston

Job Family: Administration

Type of contract : Fixed Term Field

Duration of contract : 2 years, renewable

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 03-JUN-2024

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

Only candidates who are entitled to work in the Jamaica may apply to this position.

OVERVIEW OF THE FUNCTIONS OF THE POST

This post of programme assistant is located in the finance and administrative unit of the UNESCO Office for the Caribbean, UNESCO Kingston office and works under the overall delegated authority of the Director of the Office, and the direct supervision of the Finance and Administrative Officer of the Office.
As a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions.

Specific tasks for the post will be as follows:

Long Description

• Assist programme specialist, administration and direction with the organization of 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 support of such events and meetings; collating information and data for presentations.
• Initiating procedures for associated services required; provide administrative support during the event.
• Consequently the incumbent will create contract requests for procurement of goods and services related to programme activities; workshops and meetings.
• Creation of vendor accounts for suppliers and contractors engaged by the Office.

Long Description

• Initates travel plans, travel requests, security clearance and travel claim for office personnel for missions in conjunction with programme activities; workshops, meetings, conferences or sessions.
• Makes travel agreements for participants of UNESCO programme activities and invited persons (other than UNESCO personnel); tracks and prepare itinerary and agenda; prepare associated documentation.
• Facilitate the orientation of visiting officials by providing information and preparing the necessary documentation.

Long Description

• Reviews requests for payments against contractual obligations in the financial system, and provides information on payment status and unliquidated obligations (ULO) reports to programme sectors.
• Prepare the payment file for goods received and services rendered for programme activities; workshops and meetings based on valid commitments of the funds of the Organization.
• Draft routine internal and external correspondences, responds to enquires and follows- up on routine outstanding matters; provides information to supervisor(s) and colleagues.
• 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.
• As directed, liaises with HQ services to obtain additional information/clarification.
• Records, updates and retrieves information, documentation and data from the Office/Bureau filing systems.
• 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 related to programme activities for use and scrutiny by supervisor and programme
• Additional activities that may be required to ensure the success of the work team.

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational school education.

Work Experience

• At least three (3) years of relevant work experience in administration, project assistant, office administration or related fields.

Skills and Competencies

• Good communication and interpersonal skills, tact and diplomacy.
• Ability to work as part of a team, and provide efficient, quality and timely support and capacity to work efficiently with complex and sensitive situations.
• Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint).

Languages

• Excellent knowledge (oral and written) of English.

DESIRABLE QUALIFICATIONS

Work Experience

• Relevant experience in similar functions within the UN system or any international organization/institution.

Skills and Competencies

• Good organizational and coordination skills; ability to take initiatives, establish priorities and monitor own work plans.

Languages

• Knowledge of another official language of UNESCO (Arabic, Chinese, French, Russian or Spanish).

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is 2 072 610 Jamaican dollars JMD.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS

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