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OVERVIEW
Post Number : 4INED 0732RP
Grade : G-4
Parent Sector : Education Sector (ED)
Duty Station: New Delhi
Job Family: Education
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 04-12-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in India can apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Assistant Director-General of the Education Sector, overall guidance of the Director of the UNESCO New Delhi, South Asia Regional Office, and direct supervision of the Programme Specialist in Education, the Programme Assistant for Education will provide support to the Education Sector’s programmes, activities and operations, and undertake a range of office support and administrative functions.
Long Description
BUDGET AND FINANCIAL MANAGEMENT:
- Assist in the preparation and regular update of the Education Sector’s procurement plan and budget plan.
- Monitor the budget of the Education Sector, track expenditures and additional contributions received, ensure payments and financial obligations, and provide routine financial records, in close coordination with Administrative Department. Provide information, explanation and guidance on basic rules and procedures related to budget usage.
- Maintain an updated and accurate record of ongoing contracts and monitor their implementation to ensure that contract deliverables are submitted/received as per agreed timeline.
- Raise payment requests/invoices of such vendors/consultants as per the requirement and established processes.
- Assist the Education Sector in identifying cost-effective vendors/suppliers/consultants/service providers for various operational requirement of the sector, and advise on recruitment processes as per UNESCO’s procedures, rules, and regulations.
- Complete the process of vendor registration and manage accurate and updated vendor information as per UNESCO’s standard procedures.
- Support the Education Sector to prepare the Terms of Reference (ToR) of vendors/suppliers/consultants/service providers and draft contracts in compliance with UNESCO’s procedures, rules, and regulations.
Long Description
COORDINATION FOR THE SECTOR:
- Provide administrative support to Education Sector colleagues to ensure effective decision-making processes, and smooth and efficient implementation of the education programme of the UNESCO New Delhi Office.
- Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work.
- Ensure accurate recording of attendance and leave; and maintain coherent paper-based and electronic databases with attention to relevance, timeliness and confidentiality.
- Receive, analyse, register, and distribute incoming correspondence and other documents; determine the importance and priority of documents received and establish deadlines for required action or reply. Answer and screen calls and requests with tact and discretion, and ensure appropriate follow-up action on deadlines and commitments on behalf of the ED Sector.
- Facilitate the flow of knowledge and information between Education Sector and other Programme Sectors within the UNESCO New Delhi Office; recommend and establish systems and streamline procedures to enhance established workflows.
- Oversee the general management of the Education Sector workspace and maintain office supplies and materials. Assist in providing updated software and office equipment support.
- Act as focal point and trainer within the Education Sector whenever a new system/tool for financial, project, mission or security management is introduced.
Long Description
TRAVEL MANAGEMENT:
- Support the Education Sector to prepare and update travel plans; prepare required travel requisitions and monitor the budget; prepare materials for mission travel; make travel arrangements, hotel accommodations and other related logistics in accordance with UNESCO policies, procedures, and rules.
- Coordinate with New Delhi’s Office Administrative Department to finalize travel request and settle travel claims as per UNESCO’s process.
EVENT MANAGEMENT:
- Organize official meetings, events and workshops for the Education Sector by booking venues, equipment and providing other related logistical support. Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.
- Schedule and manage Education Sector teams meetings which include UNESCO ED colleagues from New Delhi, Dhaka and Kathmandu Offices; take minutes and notes of these meetings as required.
COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
EDUCATION
- Completed Secondary Education, technical and/or vocational diploma/certificate.
WORK EXPERIENCE
- At least 3 years of relevant professional experience in the field of administration/financial management/ education/social sciences at the national or sub-regional level.
- Experience of working to support the implementation of national and/or sub-regional development projects, in the area of education, and social and human sciences.
- Experience in using web-based information management systems.
SKILLS AND COMPETENCIES
- Project support, organizational and coordination skills; ability to handle large volumes of work; establish priorities, monitor deadlines and perform multiple tasks and take initiatives.
- Good interpersonal skills, with the ability to work in a team and multi-cultural environment.
- Ability to draft high quality, clear, concise notes and documents.
- Excellent IT skills, including knowledge of standard office software i.e. Microsoft Office and familiarity with social media.
- Capacity to adapt and adjust work schedules and perform diligently under pressure.
- Familiarity with the work and general functioning of international organization and/or the UN system.
LANGUAGES
- Excellent knowledge of written and spoken English.
DESIRABLE QUALIFICATIONS
EDUCATION
- Completed higher education in administration, management, education or social sciences.
WORK EXPERIENCE
- Programme administrative support experience with the United Nations System, multilateral organizations or international development institutions.
SKILLS AND COMPETENCIES
- Good knowledge and understanding of UNESCO’s programmes and activities, particularly in Education.
- Knowledge of the geopolitical context of the region.
LANGUAGES
- Excellent knowledge of an Indian official language is an asset.
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 835,587 INR. UNESCO’s salaries are paid in the currency established by the local UN System (currently in Indian Rupees at the applicable mid-month UNORE).
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as 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. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities 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.
Please note that UNESCO is a non-smoking Organization.
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