Programme Assistant

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Director of Office, and the direct supervision of the Programme Specialist of Education Sector, the incumbent provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions.

• 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.
• 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 of the Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work;  produce regular and adhoc reports on outstanding commitments, 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.
• 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.
• Additional activities that may be required to ensure the success of the work team.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical or vocational school education.

Work Experience

• Minimum of three (3) years of relevant work experience in secretarial, administrative and/or programme support service or related fields.

Skills and Competencies

• Ability to work as part of a team, to take initiative and to provide quality and timely support and services.
• Good interpersonal and communication skills, including ability to draft correspondence and correct documents.
• Good organisational, coordination and filling skills.
• Ability to work under tight deadlines, to deal with complex and sensitive situations.
• Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Ability to work in a team in a multicultural environment.
• Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint etc.).

Languages

• Excellent knowledge of English and very good knowledge of Russian.

Source: https://careers.unesco.org/job/Almaty-Programme-Assistant/802944102/