The UNESCO Mahatma Gandhi Institute of Education for Peace and Sustainable Development (MGIEP) is UNESCO’s first education-related category 1 institute in Asia and the Pacific region towards the development and promotion of new approaches to education for a more peaceful and sustainable world. The Institute aims to become a globally regarded centre of excellence for research and implementation of socio-emotional learning (SEL) through innovative digital pedagogies empowered by Artificial Intelligence.
Under the authority of the Director of the UNESCO MGIEP and the direct supervision of the Senior National Finance & Administrative Officer, UNESCO MGIEP New Delhi, the incumbent will:
Provide administrative and financial support to the programme and administrative division, ensuring the smooth and efficient functioning of the operation of its project and activities. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation follows applicable standards.
Support the staff in the preparation of travel plans; make travel arrangements; prepare required travel requisitions and monitor the budget; prepare materials for mission travel; arrange hotel accommodations and other related coordination following UNESCO policies, procedures, and rules.
Prepare, draft, and finalize routine correspondence, and other non-routine correspondence requiring research and understanding of administrative, operational and programme matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards.
Assist in planning and organizing the official events, such as meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials, drafting minutes, etc.
Set up and monitor a coherent filing system, ensuring accuracy and confidentiality.
Facilitate interaction with various external partners such as government officials, donors, civil society, UN agencies, and other partners through effective use of written, verbal, and electronic communication.
Provide administrative support in preparing terms of reference, contracts for services, consultant contracts, or any other contracting modality as per the rules.
Create and amend vendors in the system. Monitor/ Process payments to vendors and consultants. Ensure close follow-up on deadlines and commitments. Regularly monitor the contracts for timely action on amendments, closure, etc.
Serve as a focal point for administrative coordination of programme implementation activities assigned to the incumbent, establish and manage relationships with internal counterparts to support effective collaboration, and inter-program links.
Alert supervisor on issues of compliance with administrative/ financial rules and regulations.
Receive, analyse, register, and distribute incoming correspondence and other documents; determine the importance and priority of documents received and establish deadlines for required action or reply.
Answer and screen call with tact and discretion.
Performs other related duties as required, including providing support to other areas of work as assigned.
Position Related Skills and competencies
Ability to perform a broad range of administrative and financial activities aimed at effective and efficient functioning of the office .
Ability to perform work of confidential nature and handle a large volume of work within tight deadlines.
Analytical skills and attention to detail.
Ability to prioritize, organize and perform multiple tasks
Interpersonal skills, tact and diplomacy.
Excellent drafting skills
Strategic thinking in related areas of work
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Education:
Secondary Education, preferably with specialized certification in administration, and/or accounting/finance.
Work Experience:
At least 8 years of programme administrative and finance experience preferably in an international development body.
Experience in the use of computer applications and software packages as well as web-based management systems.
Languages:
Fluency in Hindi and excellent English, both oral and written.
