OVERVIEW OF THE FUNCTIONS OF THE POST

A. Main duties and responsibilities

Under the overall authority of the Kyiv Desk Liaison Officer, guidance of the Senior Education Coordinator and the direct supervision of the Education Officer, the Programme Assistant shall contribute to the work of the Education Sector in Ukraine, supporting to the implementation of the educational projects in the sphere of MHPSS, repairs of educational infrastructure, teacher training, etc.

Specifically, the incumbent shall:

• Draft contracts based on the information provided by the education team.
• Monitor and follow up on contracts to ensure deliverables are submitted timeously by implementing partners and or service providers as per established contracts, with escalation to relevant officers for arising issues.
• Initiate payment upon satisfactory performance and/or delivery of goods or services.
• Conduct vendor due diligence and facilitate registration of new consultants and service providers as vendors in the global UNESCO vendor system.
• Draft and assist in preparing background documents, meeting agendas, invitations, correspondence, minutes, forms, briefing notes, presentations, and other relevant documents in English and Ukrainian.
• Provide administrative and logistical support in organizing meetings, conferences, missions, including travel authorizations and make travel arrangements, and other relevant programme activities.
• Informally translate documents from either Ukrainian/English into the other language and assist with interpretation in relevant meetings.
• Develop and maintain project databases and contact lists and assist with the dissemination of key information with UNESCO’s partners.
• Provide general office assistance, receive, register, review and draft correspondence, emails.
• Undertake other tasks as deemed relevant by the direct supervisor and/or UNESCO ED management.

B. Organizational environment and partnerships

The Programme Assistant will work closely with the Liaison Officer, the National Project Officers and HQ Education Team in the Education response, supporting the ED programme activities and project implementation.
The Programme Assistant main internal contacts will be the Kyiv Desk colleagues, the ED sector team at HQ. The external contacts will be ED consultants, implementing partners.

D. Expected results and duration of the assignment

What are the expected results?
• Administrative and logistical support to programme activities in Ukraine provided.
• Background documents, meeting agendas, invitations, correspondence, minutes, forms, briefing notes, presentations, and other relevant documents in English and Ukrainian drafted and prepared.
• Administrative and logistical support in organizing meetings, conferences, missions, and other relevant programme activities provided.
• Files, records, and correspondence in a systematized manner and in close coordination with UNESCO Headquarters and UNESCO Desk in Ukraine tracked and maintained.
• Documents from either Ukrainian/English into the other language and assist with interpretation in relevant meetings informally translated.
• Project databases and assist with the dissemination of key information with UNESCO’s partners developed and maintained.
• Tasks deemed relevant by the direct supervisor and Senior Education Coordinator undertaken.
• 11 months (with the possibility of extension subject to performance and resource availability)

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Academic qualifications

• Completed university bachelor degree.

Professional experience

• a Minimum of five (5) years of work experience in providing administrative support to programmes and projects teams or 3 years of work experience if a candidate holds a two-year master degree.

Skills and competencies

• Ability to manage information objectively, accurately, and confidentially.
• Flexibility and adaptability to work schedules and priorities according to workload, emergencies, and deadlines.
• Ability to design, work and execute tasks independently with thoroughness, care, and method.
• Ability to work with and within multicultural teams.
• Excellent interpersonal skills and the ability to work effectively in a team and in a multicultural environment.
• Very good knowledge of IT skills (Microsoft Word, Excel, PowerPoint, Intranet, Internet, etc.).

Languages

• Excellent knowledge (written and spoken) of English and Ukrainian

DESIRABLE QUALIFICATIONS

• Relevant professional experience in UN System or at the international level.
• Experience in supporting teams in media development and freedom of expression-related fields.