Programme Assistant

United Nations Educational, Scientific and Cultural Organization

Bangkok, Thailand

Since 1961, UNESCO Bangkok has had a dual role as both the Regional Bureau for Education and a Cluster Office. As the Regional Bureau for Education, UNESCO Bangkok provides technical expertise and assistance while serving advisory, knowledge-production, and sharing, monitoring and evaluation functions to assist Asia-Pacific Member States and other UNESCO field offices in the area of education. As a Cluster Office, UNESCO Bangkok helps implement UNESCO programmes (Education, Sciences, Culture, and Communication and Information in Thailand, Myanmar, Lao PDR, Singapore, Vietnam and Cambodia in cooperation with other UNESCO offices.

The Section for Educational Innovation and Skills Development (EISD) in the UNESCO Asia Pacific Regional Bureau for Education in Bangkok oversees programmes on (i) Higher Education, (ii) Technical and Vocational Education and Training (TVET), (iii) Teachers, (iv) Literacy, Skills Development and Non-formal Education, (v) ICT in Education, (vi) Future of Learning, Research and Foresight.

Major Duties And Responsibilities

  • Produce complete and in final form documents, publications and correspondence related to the work of the Section from draft texts. Search, locate, compile, review and update information and data used in the development of documents, work plans, budgets; ensure accuracy and compliance with the approved amounts; enter data in, and run reports from, automated systems in order to support preparation of regular and ad-hoc budgetary/ financial updates, reporting on programme/ project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager. Provide administrative support for fund raising initiatives.
  •  Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up in collaboration with the AO/EO Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; follow-up and alert team members of outstanding payments, timeframes and bottlenecks. Perform general administrative tasks such as leave and attendance recording; maintain files (both paper and electronic) and databases for work section and assist in providing software and office equipment support.
  • Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support. Organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications. Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.
  • Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommend changes/ corrections; and handle arrangement for translations of documents. Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. Assist in the preparation of presentation materials using appropriate technology/software. 
  • Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor(s) and colleagues; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned. Liaise with various internal services to obtain additional information/ clarifications. Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.

Required Qualifications

Education

  • Secondary education, technical and/or vocational school diploma. 

Work Experience

  • Minimum four (4) years (with Secondary education), or, minimum one (1) year (with Bachelor’s Degree) of relevant experience in related disciplines, general administration, accountancy or finance, programme support service, or related field. 
  • Experience in administrative support in an international environment, preferably with the UN/multilateral/bilateral institutions.

Skills and competencies 

  • Good financial skills (budget breakdown, planning, and monitoring)
  • Excellent communication and coordination skills.
  • Excellent organizational and planning skills.
  • Excellent writing skills in English and Thai.
  • Capacity for accuracy and attention to detail in the preparation of correspondence and documents. 
  • Good interpersonal skills, discretion, good sense of judgment, and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
  • Cooperative behavior and attitude to work in a team successfully.
  • Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).
  • Ability to work under pressure and flexibility to adjust work schedules and priorities. 

Languages

  • Excellent knowledge of English and Thai. 

Source:https://careers.unesco.org/job/Bangkok-Programme-Assistant-%28Educational-Innovation-and-Skills-Development%29/763476402/