Post Number : 6NAFSC0706RP
Grade : G-4
Parent Sector : Field Office
Duty Station: Windhoek
Job Family: General Administrative Support
Type of contract : Fixed Term Field
Duration of contract : 2 years
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 31-MAY-2020
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
ONLY CANDIDATES ENTITLED TO WORK IN NAMIBIA CAN APPLY
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the UNESCO Representative and Head of the Office while receiving direct instructions from Programme Specialists in the Office, as a team member, the Programme Assistant provides support to the Interdisciplinary Team in the organization and delivery of the UNESCO programme activities, carrying out a range of programme assistant support and administrative functions.
In this context, the incumbent will:
Produce, complete final documentation, publications and correspondence related to the work of the Office;
Search, locate, compile, review and update information and data used in the development of documents, work plans and budgets;
Provide support for resource mobilization initiatives as well as assistance in the organization of related events including press-related events;
Prepare a variety of administrative documentation using examples or templates and initiate administrative procedures and ensure follow-up, including payment follow-up; Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work;
Produce regular and ad-hoc reports on outstanding commitments, alert team members on issue raised and outstanding payments, timeframes and bottlenecks and ensure follow-up thereon;
Organize official travel and meetings, events and workshops by booking venues and ensure that all related logistical requirements are arranged (travel information and arrangements, agenda, visa applications).
Ensure that all correspondences are analyzed, registered and dispatched in a proper manner.
Provide guidance to staff on general office processes and procedures, formats, automated systems, computer applications.
Maintain and develop information and knowledge management systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data.
COMPETENCIES (Core / Managerial)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
For detailed information, please consult the UNESCO Competency Framework.
• Completion of secondary, technical and/or vocational school.
• A minimum of three (3) years of relevant work experience in programme administration and or/secretarial work.
Skills and competencies
Good drafting and editing skills;
Good organizational and coordination skills;
Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds;
Good communication skills, diplomacy, interpersonal skills and politeness in dealing with various organizations and individuals;
Flexibility to adjust work schedules, priorities, and the capacity to work effectively under pressure;
Good computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).
• Excellent knowledge (oral and written) of English.
Specialized training or courses in general clerical and/or aministration.
Experience in providing programme and administrative support services.
Relevant work experience in an international environment/organization/institution.
Skills and competencies
Knowledge of UNESCO rules, administrative procedures.
Knowledge of other official UNESCO languages (Arabic, Chinese, 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.
For more information in benefits and entitlements, please consult ICSC website.
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.
UNESCO applies a zero tolerance policy against all forms of harassment.
UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) 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.