Under the overall guidance of the Director of the UNESCO Office for the Pacific States and the direct supervision of one of the senior-most professional posts in the Executive Office or as may be determined by the Director in the interest of efficiency and equity in attention to work of various sectors in the Office, the incumbent shall assist the programme specialists and other office personnel in the implementation of the regular and extrabudgetary programmes and office activities by carrying out a range of procedural, administrative and operational tasks to help develop, implement and monitor the country-level and sub-regional activities, ensuring timely and effective delivery is consistent with UNESCO rules and regulations. The incumbent shall also perform other duties as may be required by the Director of the Office to ensure the overall management of the office.
General
Contribute to the development of the office's monitoring and evaluation work plan to meet a variety of reporting needs arising from UN Development Assistance Frameworks, Member States, Universal Periodic Reports, UNESCO Regular and Extrabudgetary Programme management, audits and evaluations, etc.
Provide information, including data from the past work, for development of programme/project concept note and proposals, baselines, logframes.
Review all partner proposal documents to ensure performance indicators have clearly defined baselines and targets and outputs linked to payments.
Contribute to development of routine as well as ad-hoc survey; ensure compliance with the Office procedures and regulations, rules and policies of the Organization, and participate in research and assessments.
Information Management
Maintain e-files as well as paper files in close compliance with the Organization's records management policy and for audit and evaluation purposes.
Proficiently use the digital workspace, applications, and tools; collect, compile and collate data and information required for programme planning, monitoring and evaluation.
Put together data in logical sets for analysis by programme staff; update, maintain and further develop internal databases; provide programme related routine as well as ad hoc data and information.
Update and maintain databases including those drawn from progress reports of the implementing partners and contractors.
Ensure that contracts with partners include reporting templates and follow up to ensure timely submission of progress reports by implementing partners.
Keep track of each contract outputs and timelines, alert the partners and contractors and programme staff timely for them to investigate the problems and take corrective steps.
Prepare notes to file, memos and monthly updates on progress of each contract for review and meetings; prepare information and documents for audits and evaluations.
Follow up to ensure that recommendations are implemented; and update the monitoring data in corporate applications of UNESCO and the UN, etc.
Communication
Research, compile, and present basic information for use in the preparation and production of communications products/services.
Update the Office website and the Office's social media accounts based on events, progress, upcoming events and activities, and UNESCO's authorized executive's and official statements.
Generate a variety of standard and non-standard statistical and other information from various databases and progress reports to include in web-stories, news, press releases, etc.
Coordinate media coverage and provide communications support to important events, including UNESCO senior official visits.
Liaise with news and media agencies to provide advance notice of, and information on, upcoming meetings, briefings and special events.
Contribute to or develop the Office newsletter and ensure visibility for the Organization, donors and partners.
Programme Administration
Prepare contracts; initiate payment requests; maintain financial records and tracking systems to record and reconcile expenditures, and reports for project related activities.
Review data and documents for verifying accuracy, the inclusion of all relevant data prior to processing of requests concerning contracts, payments and procurements.
Arranges for the recording and administrative processing of government and other implementation partner request for support (both financial and non-financial) in line with the Organization's rule &procedures.
Verify the conformance of project terms of reference, request for contracts with workplans and set objectives.
Identify operational risks in day to day work and reports appropriately to the risk focal points/AO/Director and through maintenance/reporting.
Get approval for action to address any gaps or deficiencies identified in programme administration and the remediation or problems.
Required Qualifications
Education
Completion of Secondary, Technical and/or Vocational Training
Work Experience
Minimum 5 years of relevant work experience in monitoring and evaluation, communication and/or programme assistance tasks
Experience in using web-based management systems
Skills And Competencies
Good interpersonal and communication skills, including very good writing skills
Good organizational, planning, monitoring and reporting skills
Ability to work as part of a team, to take initiative and to provide quality and timely support and services
Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds
Flexibility to adjust work schedules and priorities, Capacity to work under pressure
Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, Powerpoint etc)
Languages
Excellent knowledge of English and local languages in Fiji
