Programme Assistant

United Nations Educational, Scientific and Cultural Organization

Suva, Fiji

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.


  • 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.

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


  • 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)


  • Excellent knowledge of English and local languages in Fiji