Programme Assistant

Under the overall supervision of the Head of IOC Marine Policy and Regional Coordination Section and ‎the direct supervision of the Head of the IOC Sub-Commission for the Caribbean and Adjacent Regions ‎‎(IOCARIBE), the Programme Assistant will support the overall implementation of the regional activities of ‎the IOCARIBE Sub-Commission located in the city of Cartagena, Colombia,  by  managing the day‐to‐day ‎agenda and activities of the Head of IOCARIBE.‎

In particular, the Programme Assistant will:‎

• Prepares routine correspondence as required or on own initiative for administrative processes; process ‎documents (e.g. briefs, reports and other documents); reformat or finalize the formatting of ‎documents; collect and/organize information and data related to the Subcommissions´s  programmes ‎and activities from a variety of sources (Internet, office files, records, etc.) and presents it in the ‎required format. Reviews correspondence and other documents prepared in English and/or in French for ‎the signature of the Head of the Office, and recommends changes to format, style, spelling or grammar.‎
• Maintains an organized and updated filing and reference systems, and other manual and computerized ‎information and reference systems; if necessary; verifies invoices and prepares payment request.‎
• Manages the Division Director’s agenda, schedules/reschedules appointments, makes travel/mission ‎arrangements, organizes meetings, prepares correspondence and assembles documents for these ‎meetings/missions, takes notes and follow-up on required action.‎
• Assists in the organization of IOC/UNESCO meetings, missions, international conferences, seminars, ‎workshops and other events held in the Caribbean Region; arranges for meetings facilities and ‎equipment; makes travel arrangements ensuring compliance with existing staff and participants’ travel ‎procedures and practices, prepares correspondence and assembles documents for staff and participants. ‎
• Receives, analyzes, sorts, registers and distributes incoming correspondence and other documents; ‎determines the importance and priority of documents received and follows up on required action.‎
• Serves as the Sub commission`s  administrative focal person, answers enquiries and/or refers them to the ‎appropriate division/section or staff; maintains telephone log, take messages, makes appointments, ‎receives visitors; operates a variety of office equipment including, photocopier, facsimile, electronic mail ‎etc.; coordinates the day-to-day work of the office.‎
• Supports financial and budgetary management and monitoring by:‎ Organizing control of budget expenditures by preparing payment documents and compiling financial ‎annual reports.; ensuring full compliance of financial processes and financial records with UNESCO rules, regulations, ‎policies and strategies.; reviewing contract deliverables and payment schedules for all Partners and contractors and providing ‎notification of any upcoming or past deadlines for invoices, etc.;‎ organizing and coordinating the procurement of services and goods in accordance with UNESCO´s ‎procedures  and requirements;‎
• Acts as the designated Security Focal Point for all United Nations staff working or visiting the Cartagena ‎area.

Required Qualifications:

Education: 

• Completed secondary, technical or vocational education.

Work Experience:

• Minimum five (5) years of work experience of which (2) two to (3) three years of ‎experience in general administration functions, preferably on operational projects ‎implementation/management or related field.‎

Skills and Knowledge: 

• Good organizational skills, with emphasis on quality, efficiency and aptitude to work under pressure ‎and tight deadlines. Capacity for teamwork.‎
• High attention to detail, excellent time management skills, and demonstrates a high level of ‎organization in work;‎
• Demonstrated ability to conceptualize, analyze, compile and synthesize information in coherent ‎and succinct formats;‎
• Flexibility to adjust schedules and work priorities;
• Strong command of computer Microsoft applications such as Word, Excel, Access, PowerPoint, ‎Adobe Acrobat.

Languages:

• Excellent knowledge (written/spoken) of English and Spanish.

Source: https://careers.unesco.org/job/Cartagena-Programme-Assistant/812767102/