TEAM ASSISTANT (SC 5)

Overview

Provide administrative support to the Education Sector team in Dili.

You have:

• Completed secondary, technical or vocational school education.
• Minimum 5 years relevant practical technical and administrative support in project management preferably in humanitarian development.
• Good knowledge (spoken and written) of English language.
• Knowledge of general office and administrative support including administrative policies, processes and procedures.
• Proven experience in providing administrative support for event organization (off-line and online), procurement, travel arrangement, budgetary expenses tracking/verification, etc.

**JOB DETAILS** --------------- **Type of contract :** Service Contract **Level :** 5 **Hiring Unit :** Education Sector (ED) **Duty Station :** Dili **Work location :** On site **Duration of contract** **:** 8 months **Hiring open to :** External candidates **Application deadline (Midnight UTC+9 Time) :** 2026-02-28 **UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism** **ORGANIZATIONAL CONTEXT** -------------------------- Under the overall authority of the Director of the UNESCO Jakarta Office and the direct supervision of the Senior Programme Specialist/Programme Specialist (Education), the incumbent provides administrative, logistical and operational support to the Education Sector team in Dili. The position supports the implementation of education programmes and projects by assisting with coordination, documentation, budgetary and logistical processes, as well as the organization of meetings, workshops, events and missions. The incumbent works in close collaboration with programme and operations colleagues at country and cluster levels, within the frameworks of UNESCO’s Medium-Term Strategy (C/4) and the approved Programme and Budget (C/5). Long Description ---------------- **MAIN TASKS AND SERVICES** --------------------------- MAIN DUTIES AND RESPONSIBILITIES: Under the overall authority of Director, UNESCO Jakarta Office, and direct supervision of the Senior Programme Specialist, ED (PS/ED), the incumbent shall provide administrative and logistics support to the Education Team in Dili. The incumbent shall perform the following tasks: - Support project/programme activities tracking; prepare project budgetary data/ information from current or past initiatives. Respond to enquiries; monitor assigned programme(s)/project budgets, alert supervisor(s) of errors/omissions/discrepancies observed and undertake corrective action. - Support collation of information to support development of budget proposals, reports, and/or other financial projections. - Support organization of outreach activities, partnership initiatives and special events. Track, retrieve, research files, reports, other records and past practices; gather and collate background information; verify information for relevance and accuracy; analyse and summarize information; identify elements of interest; prepare draft dockets and charts; assemble documents, prepare reports, presentations, etc. according to standards and formats. - Support organization of meetings/ events/ workshops/seminars, travel arrangements, document processing/publication production, procurement, and coordinate office support services for the same. Inform management and team members of process, procedures and time frames to secure administrative services necessary for programme/project activities execution. Initiate a variety of contractual documents using sample templates and support procurement activities and launch of purchase requisitions in DUO; verify requests for payments against contractual obligations in the financial system; support contractual monitoring and provide information on payment status, remaining obligations, etc. to the responsible officer. - Provide guidance to contractors on project/programme reporting requirements; Initiate travel authorization and support travel arrangements for team staff; Provide guidance to staff on general office administrative processes and procedures, automated systems, computer applications, etc. Long Description ---------------- • Maintain/ update programme and project documentation and records, research, and track background information and documentation; maintain up to date electronic and/or hard-copy records/data sources on budgetary data, contracts and other administrative matters; update project staff and equipment listings; Prepare minutes and monitor follow-up activities, etc. • Provide general office assistance, draft correspondence, emails and support development of a variety of reports and tables to document/ transmit administrative or budgetary information; verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards; maintain unit mailing lists and other contact lists. Handle routine administrative tasks. • Assist in maintaining internal and external relations for project team; participate in meetings and other activities with relevant partners and stakeholders; prepare and undertake missions when assigned. • Any other duties as assigned by immediate supervisor or the Director of UNESCO Jakarta Office. Long Description ---------------- **EXPECTED RESULTS** -------------------- Long Description ---------------- Long Description ---------------- **DURATION OF THE CONTRACT** ---------------------------- up to 31 December 2026. Long Description ---------------- **COMPETENCIES - Core (C) & Managerial (M)** ------------------------------------------------ - Communication (C) - Accountability (C) - Innovation (C) - Knowlegde sharing and continuous improvement (C) - Planning and organizing (C) - Results focus (C) - Teamwork (C)For detailed information, please consult the [UNESCO Competency Framework](https://unesdoc.unesco.org/ark:/48223/pf0000245056?posInSet=9&queryId=bcd2a5ea-9a90-4938-88c1-3f56099f4201). **REQUIRED QUALIFICATIONS** --------------------------- **EDUCATION** Completed secondary, technical or vocational school education. **WORK EXPERIENCE** • Minimum 05 (five) years relevant practical technical and administrative support in project management preferably in humanitarian development. • Knowledge of general office and administrative support including administrative policies, processes and procedures. • Proven experience in providing administrative support for event organization (off-line and online), procurement, travel arrangement, budgetary expenses tracking/verification, etc. • General clerical and administration support. Long Description ---------------- **SKILLS AND COMPETENCIES** • Planning and Organization: Identifies priority activities and assignments; adjusts priorities as required; allocates appropriate time to complete work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. • Communication: ability to draft documents and express views and ideas in writing and speaking in a clear and concise manner; Good interpersonal skills; Active listening correctly interpreting messages from others and responds appropriately; demonstrates openness in sharing information and keeping people informed. • 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. • 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. • Multitasking: Proven ability to manage multiple administrative tasks comprehensively for a team or a project. **LANGUAGES** Good knowledge (spoken and written) of English language. **DESIRABLE QUALIFICATIONS** ---------------------------- **EDUCATION** Bachelor’s Degree in Administration, Education, Social Human Sciences or Communication **WORK EXPERIENCE** Experience in an international or UN organization is highly desirable, as is familiarity with ERP or similar tools Long Description ---------------- **SKILLS AND COMPETENCIES** **LANGUAGES** **BENEFITS AND ENTITLEMENTS** ----------------------------- Long Description ---------------- **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline. To apply, please visit the [UNESCO Careers website](https://careers.unesco.org/careersection/2/joblist.ftl?locale=en_GB). No modifications can be made to the application once submitted. The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications. Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement). **ADDITIONAL INFORMATION** -------------------------- - UNESCO recalls that paramount consideration in the appointment of personnel 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. - lndividuals 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. - The statutory retirement age at UNESCO is 65 years. - UNESCO does not charge a fee at any stage of the hiring process.

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Potential interview questions

Added 4 months ago - Updated 4 months ago - Source: careers.unesco.org