Project Assistant Communication And Information Unit

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Job Description

Under the overall authority of Director, UNESCO  Jakarta Office, and direct supervision of the Programme Specialist, CI (PS/CI), the incumbent shall support the development and implementation of CI Unit projects in close coordination with the project team. The incumbent shall perform the following tasks:
Key Responsibilities:
  • Provide support in programme/project administration with regard to organization of trainings, international day celebrations, roundtable discussions and other activities. Track, retrieve, research files, reports, records and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information;
  • Source information and conduct desk research to identify elements of interest as well potential partners.
  • Prepare draft news items, talking points, presentations, reports, and other project related correspondence according to established standards and formats.
  • Support project/programme activities tracking budgetary data/project documents from current or past initiatives. Monitor assigned programme(s)/project budgets status; Support collation of information to support development of financial reports, budget proposals for activities and/or other financial projections.
  • Long Description
  • 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 the internal system (Daily UNESCO Operations/ DUO);
  • Maintain internal and external relations for effective implementation of CI Unit’s programme/project activities; participate in meetings and other activities with relevant partners and stakeholders;
  • Long Description
  • 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 lists of partners, relevant international days, national events, etc.
  • Any other duties as assigned by immediate supervisor or the Director of UNESCO Jakarta Office
Required Qualifications:
Education:
  • Bachelor’s Degree in Communications, Journalism, Political Science, International Relations or a related field. (Advanced degree in the same disciplines is an asset)
Work Experience:
  • Minimum 03 (three) years relevant practical technical experience supporting project  implementation and administration– preferably in the media development sector.
  • Proven experience in managing multiple administrative tasks comprehensively for a Unit or a project including event organization (off-line and online), procurement, travel arrangement, tracking and analyzing overall expenses.
  • Experience in supporting field operations is an asset.
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.
​​​​Languages:
  • Fluency in written and spoken English is an absolute necessity;

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9 months ago

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