Programme Assistant

United Nations Educational, Scientific and Cultural Organization

Kabul, Afghanistan

The Programme Assistant reports directly to the Head of the Field Office. As a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions.

Within delegated authority, the Programme Assistant will be responsible for the following duties:

Programme Support

  • Produce documents, publications, and correspondence across the Education, Culture, and Communication and Information sections in complete and final form.
  • Search, locate, compile, review and update information and data used in the development of documents, work plans, and budgets.
  • Ensure accuracy and compliance with the approved amounts; enter data in, and run reports from, automated systems in order to support the 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.
  • Organize official meetings, events, and workshops by booking venues and equipment and providing other related logistical support.
  • Produce regular and ad-hoc reports on outstanding commitments and follow-ups and alert team members of outstanding payments, timeframes, and bottlenecks.
  • 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.

General Administration

  • Provide administrative support for fundraising 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 respective unit heads.
  • Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work.
  • Perform general administrative tasks such as leave and attendance recording; maintain files (both paper and electronic) and databases for the work unit and assist in providing software and office equipment support.
  • 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. Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.

Programme logistic 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.
  • 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 inquiries 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 inquiries and/or referring them to the specialist/ service concerned.
  • Liaise with various internal services to obtain additional information/ clarifications.