Under the overall authority of Director, UNESCO Jakarta Office, and direct supervision of the Programme Specialist, Culture (PS/CLT), the incumbent shall support the development and implementation of CLT unit projects in close coordination with the project team. The incumbent shall perform the following tasks:
Key Responsibilities:
Support project/programme activities tracking budgetary data/project documents from current or past initiatives. Monitor assigned programme(s)/project budget status; Support collation of information to support development of reports, budget proposals for activities and/or other financial projections.
Provide support in programme/project administration with regard to organization of outreach activities, partnership initiatives and special events. Track, retrieve, research files, reports, records and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, etc. According to established standards and formats.
In collaboration with team members assess administrative support needs for meetings/events/workshops/seminars, travel, document processing/publication production, procurement, and coordinate office support services for the same. Initiate travel authorization and support travel arrangements for team staff. Inform management and team members of process, procedures and timeframes to secure administrative services necessary for programme/project activities execution. Initiate a variety of contractual documents and launch of purchase requisitions in DUO.
Maintain internal and external relations for effective implementation of Culture Unit’s programme/project activities; participate in meetings and other activities with relevant partners and stakeholder; minute taking, undertake missions; assist in resource mobilization by supporting development of new project concept notes and proposals; assist in identifying potential donors and partners.
Contract management support: Provide guidance to contractors on project/programme reporting requirements, rules & procedures, and ensures completeness and accuracy of data submitted. Monitors submission timelines for deliverables as stipulated in contractual documents and follows up with Contractors in a timely manner – notifying supervisor if delays envisaged and/or alert supervisor(s) of errors/omissions/discrepancies observed and undertake corrective action. Supports unit in reviewing deliverables for quality & acceptability per TORs/Contractual documents; Verifies Payment Requests against contractual obligations in DUO; Prepares/submits approved payment requests to Admin for settlement.
Maintain/update up-to-date electronic and/or hard-copy programme/project documentation, records, data sources on budgetary data and other administrative files; update/maintain project equipment listings, etc.
Provide general office assistance, draft correspondence, emails and support development of a variety of reports, charts/tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards Respond to enquiries; Maintain unit mailing and contact lists. Handle routine administrative tasks.
Any other duties as assigned by immediate supervisor or the Director of UNESCO Jakarta Office.
Required Qualifications
Education:
Bachelor’s Degree in Administration, Social and Human Sciences or Communication. (Advanced degree in the same disciplines is an asset)
Work Experience:
Minimum 05 (five) years relevant practical technical and administrative support in project management – preferably in development sector.
Proven experience in supporting event organization (off-line and online), procurement, travel arrangement, tracking and analyzing overall budgetary expenses, etc.
General administration support.
Skills:
Communication: ability to draft documents and express views and ideas in writing and speaking in a clear and concise manner; Good interpersonal skills.
Teamwork: Ability to work effectively as part of a team; ability to work independently with minimum supervision.
Strong analytical skills with ability to analyze complex issues and convey concise clear accounts of information.
Problem solving: Ability to anticipate needs and suggest ideas to solve problems and to improve the team’s operation.
Ability to work under pressure while maintaining accuracy in order to meet deadlines.
Multitasking: Proven ability to manage multiple administrative tasks comprehensively for a team or a project.
Languages:
Fluency in written and spoken English is an absolute necessity;
