Senior Project Assistant

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Description

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Provide operational and technical support to programme/project management and implementation, including undertaking missions and alerting the supervisor(s) of issues/errors/omissions/discrepancies observed and to undertake corrective action;

• Assist in tracking, monitoring and reporting on progress of programme/project activities and the budget in compliance with financial rules and regulations, and in preparing and conducting evaluations, and evaluation reports.
• Assist in researching and retrieving programme/project files, reports, and other documentations; preparing draft dockets and charts; assembling documents, preparing reports, presentations, and speeches, etc. according to standards and formats; respond to enquiries;
• Gather, analyze, summarize, and collating information relevant to the activity; verify information for relevance and accuracy;
• Provide administrative support to programme/project implementation, including the assessment of administrative support needs for meetings/events/ workshops/seminars, travel, document processing and publication production, and coordination of office support services for the same.
• Assist in the identifying possible project sites/meeting venues, prepare list of participants, and draft invitation letters, etc.
• Support the initiation of a variety of contractual documents using examples or templates; the collation of information and drafting of regular and ad hoc budgetary/financial updates, reports, statistics and/ or projections for use and scrutiny by management/ staff as well as donors.
•  Assist in the identification of consultants, suppliers (from a roster), and preparing purchase requisitions in accordance with rules and regulations; verification of requests for payments against contractual obligations in the financial system; processing contractual transactions and providing information on payment status and remaining obligations to the responsible officer.
•  Assist in processing requests for translation, printing, and dispatch of information documents for meetings; coordination of the delivery of translation services; completing forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
• Assist in maintaining internal and external relations for the implementation of programme activities, including preparation and organization of outreach activities, partnership initiatives and special events; participating in meetings and other activities with relevant partners and stakeholders; assist in resource mobilization by supporting research for and development of new projects, concept notes, proposals, and identification of potential donors and partners.
• Assist the Unit in maintaining/updating unit programme/file records and in preparing programme/project related correspondence ensuring completeness, accuracy, and compliance to UNESCO’s format standards.
• Additional activities that may be required to ensure the success of the work of the Unit.REQUIRED QUALIFICATIONS AND EXPERIENCE

Education:

•  High school diploma or equivalent is required.

Work Experience:

•  A minimum of eight years’ experience in integrated service execution and comprehensive process support preferably in an international environment.
•  Experience in supporting project planning, implementation, and reporting
• Ability to conduct research and collect information from a variety of sources.
• Experience in supporting technical or managerial professionals at the national or international level is also required.

Skills:

•  Excellent interpersonal and communication skills; strong service orientation and ability to deal efficiently with partners at different levels.
•  Ability to prepare reports and analyze, interpret data and monitor project budgets.
• Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.
•  Ability to work as part of a team and under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Organizational and coordination skills, with emphasis on quality, efficiency and aptitude to work under pressure. Ability to take initiatives, establish priorities and monitor own work plans.
•  Capacity to deal with people of different cultural backgrounds efficiently and tactfully.

Languages:

•  Good knowledge (spoken and written) of English language.

Source: https://careers.unesco.org/job/Jakarta-SENIOR-PROJECT-ASSISTANT-(SC6)/809907702/

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