PROJECT ASSISTANT - COMMUNICATION AND INFORMATION UNIT

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education.

Salary

The salary for this job should be more than 708 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

**OVERVIEW** ------------ Parent Sector : Communication and Information Sector (CI) Duty Station: Jakarta Classification of duty station: \[\[filter12\]\] Standard Duration of Assignement : \[\[filter13\]\] Job Family: Communication and Information Type of contract : Non Staff Level : Level 3 Duration of contract : 1 year Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 08/01/2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall authority of Director, UNESCO Jakarta Office, and direct supervision of the Programme Specialist, Communication and Information (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: Long Description ---------------- - **Key Responsibilities:** - Provide support in programme/project administration with regard to organization of outreach activities, partnership initiatives and special events. Track, retrieve, research files, reports, records and past practices; gather and collate background information; verify information for relevance and accuracy; analyze and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, etc. 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 assist in developing drafts reports , budget proposals for activities and/or other financial projections with guidance from the Programme Specialist. - 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 DUO; Long Description ---------------- - Maintain internal and external relations for effective implementation of Communication Unit’s programme/project activities; participate in meetings and other activities with relevant partners and stakeholder; minute taking, undertake missions; assist in resource mobilization by supporting development of new project concept notes and proposals; assist in identifying potential donors and partners, with guidance from the Programme Specialist. - 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 project equipment listings, etc. Long Description ---------------- - Provide general office assistance, draft correspondence, emails and support development of a variety of reports, charts/tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards Respond to enquiries; Maintain unit mailing and contact lists. Handle routine administrative tasks. - Any other duties as assigned by immediate supervisor or the Director of UNESCO Jakarta Office **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- **Education**: Bachelor’s Degree in Administration, Communication, Journalism or other related Media field. (Advanced degree in the same discipline is an asset) **Work Experience:** - Minimum 05 (five) years relevant practical technical experience supporting project administration – preferably in the 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; **DESIRABLE QUALIFICATIONS** - Experience working with Government and/or International organizations - UN experience is an added advantage. **BENEFITS AND ENTITLEMENTS** ----------------------------- Medical Insurance & Pension benefits are included in IDR 213,990,488 Gross per Annum. Other benefits include 30 days’ annual leave. **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) No modifications can be made to the application submitted. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. **Footer** ---------- *UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ([last update here](https://en.unesco.org/careers/geographicaldistribution)) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.* *UNESCO does not charge a fee at any stage of the recruitment process.*