JOB DESCRIPTION

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall authority of the UNESCO Representative and Head of the Office in Windhoek, Namibia and the direct supervision of the Programme Specialists, 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 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)

Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
Professionalism (C)

–

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

Completed secondary, technical and/or vocational training.

Work Experience

A minimum of three (3) years of relevant work experience in programme support or general administration functions .

Skills and competencies

Strong drafting and editing skills in English.
Strong teamwork, client orientation and coordination skills, including the ability to interact effectively with various stakeholders.
Strong organizational and planning skills.
Ability to assist in project planning, implementation, and monitoring.
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
Demonstrated ability to manage multiple tasks and prioritize workload effectively.
Good computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).

Languages

Excellent knowledge of English (oral and written communication).

DESIRABLE QUALIFICATIONS

Education

University degree or technical diploma in the field of Business Administration, Procurement Management, Project/Programme Management, Public Management or a related field

Work Experience

Relevant work experience in an international environment/organization/institution.
Experience within an UN agency or other international organization.

Languages

Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish).

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements