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Programme Assistant

United Nations Educational, Scientific and Cultural Organization

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Job Description

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Description

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Under the general authority and direct supervision of the Chief of Culture, New Delhi the incumbent will be responsible for the overall administrative function of the culture sector for the Regular Program of UNESCO Office for the South Asian region. He/she will assume the tasks of the  program assistant and will adhere to the laid down administrative process for smooth operations of the activities of the Office, within the specified timeline. The incumbent will ensure smooth functioning of the administrative requirement and support the sector in achieving the desirable outcomes.
Sector Administrative Planning and Reporting:
  • Support the Culture Sector in the preparation and updating of activity plan and trackers.
  • Facilitate coordination between intra and inter sectoral in day-to-day activities.
  • Support the CLT sector in maintaining data and information of CLT sector.
  • Assist the sector in providing records and information for reporting.
Finance and Procurement Accountabilities:
  • Assist and inform the supervisor on the financial status using management information systems and reporting.
  • Verify and process payments of vendors or contractors.
  • Assist the sector on basic financial procedures, payment requirements, banking and currency provisions.
  • Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifying any errors or irregularities).
  • Assist in preparing, estimating, and finalizing procurement plan for the sector.
  • Carry out a preliminary analysis of budgets and request budget revisions, if required, cross-check consistency of figures.
  • Identify any other anomalies, alert the supervisor, and undertake transactions to correct errors/omissions.
  • Ensure adequate reporting of the projects/programs that need to be prepared on a regular basis in line with UNESCO’ s established practices.
Contract Management:
  • Support the Culture Sector to prepare the Terms of Reference (ToR) of consultants/contactors and follow the procedure of UNESCO for final approval of the contract.
  • Ensure the process of contract management is followed as laid down under the standard procedures of UNESCO.
  • Prepare final contract as per the financial rules and regulations of UNESCO for the Culture Sector.
Travel Management:
  • Support the Culture Sector in the preparation and updating 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 logistics in accordance with UNESCO policies, procedures, and rules.
  • Support the Culture Sector to coordinate with Administrative Department in finalizing travel request and settle travel claims
  • Perform any task requested either by the Program Specialist or Director of the Office.
Required Qualifications:
Academic:
  • A minimum of high school degree. 
Work Experience:
  • A minimum of five (5) years of relevant work experience in finance, administration, economics, social sciences, culture or related area.
Languages:
  •  Excellent knowledge (written and spoken) of English.

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