Programme Assistant for SHS/UIS-AIMS

OVERVIEW OF THE FUNCTIONS OF THE POST

The United Nations Educational, Scientific and Cultural Organization (UNESCO) was founded on 16 November 1945 as the United Nation’s specialized agency. It contributes to peace and security by promoting international cooperation in education, sciences, culture, communication and information. UNESCO promotes knowledge sharing and the free flow of ideas to accelerate mutual understanding and a more perfect knowledge of each other’s lives. UNESCO Bangkok has had a dual role as both the Asia and Pacific Regional Bureau for Education and as a Cluster Office in the Asia-Pacific region. As a cluster office, UNESCO Bangkok helps to implement all UNESCO programmes (education, sciences, culture and communication and information) in Thailand, Myanmar, Lao PDR, Singapore, and indirectly in Viet Nam and Cambodia, in cooperation with the country offices and the antenna office. UNESCO Bangkok also hosts the Regional Office for Asia and the Pacific of the UNESCO Institute for Statistics (UIS), which serves to strengthen the capacities of Member States to produce high-quality data and statistics in the areas covered by the UNESCO mandate.

Long Description

Under the authority of the Director of the United Nations Educational Scientific and Cultural Organization (UNESCO) Regional Office in Bangkok, and under the direct supervision of the Regional Advisors for Social and Human Sciences and Assessment Information Systems Monitoring and Statistics, the incumbent shall exercise the functions of Programme Assistant and provide secretarial and administrative support as follows:

1. Produce complete and in final form documents, publications and correspondence related to the work of the Section/ Unit from draft texts. 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 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, including preparation of budget estimates and breakdown per categories required by the donors and UNESCO.

2. 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 Director’s 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 unit and assist in providing software and office equipment support.

3. 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.

Long Description

4. 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. Provide translation and interpretation support between English and Thai languages, as needed.

5. 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.

6. Perform additional activities that may be required to ensure the success of the work team.

Long Description

COMPETENCIES (Core / Managerial)

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 social sciences, development studies, 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 preparation of correspondence and documents.
•    Good interpersonal skills, discretion, good sense of judgement 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.

DESIRABLE QUALIFICATIONS

Education
•    Bachelor’s degree (or above) in social sciences, administration, accountancy and/or administrative training/certificate.

Work Experience
•    Familiarity with UN system or the administrative operation of UN agencies.
•    Experiences in supporting the preparation for contracts, data-entry for processing budget operations, and financial monitoring will be an advantage.

Languages
•    Knowledge of other official UN languages (i.e. Arabic, Chinese, French, Russian, Spanish).