OVERVIEW

Parent Sector : Field Office

Duty Station: New Delhi

Job Family: Culture

Type of contract : Non Staff

Level : Level 2

Duration of contract : 1 year

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 11-12-2022

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Duties and Responsibilities

Under the authority of the Director of UNESCO New Delhi and direct supervision of the Chief of Culture Sector and Project Officer – Culture, the Administrative Assistant shall act as principal administrator of the Culture Sector’s overall operation and activities.

Main Activities:

Under the authority of the Director of the UNESCO New Delhi Office and the direct supervision of Programme Specialist, Culture, UNESCO New Delhi, the incumbent will:

Coordination for the Sector:

  • Provide administrative and secretarial support to Culture Sector ensuring the smooth and efficient functioning of the operation of its activities.
  • Receive, analyse, register, and distribute incoming correspondence and other documents; determine the importance and priority of documents received and establish deadlines for required action or reply.
  • Develop and undertake logistical administrative arrangements and prepare internal report for meetings and events organized by the Culture Sector.
    • Take minutes and/or notes as required, and answer and screen calls with tact and discretion, as required. Draft responses to written enquiries on a variety of routine and non-routine questions. Set up and monitor coherent filing system; ensuring accuracy and confidentiality; Ensure close follow up on deadlines and commitments.
    • Facilitate Culture Sector’s interaction with various external partners such as government officials, donors, civil society, UN agencies and other partners through effective use of written, verbal, and electronic communication.
    • Assist in preparation of procurement plan and budget for the sector. Keeping a track of the budget of the sector, in close coordination with Administrative Department. Facilitate the flow of knowledge and information between Culture Sector and other Sectors within the office; recommend and establish systems and streamline procedures to enhance established workflows.
    • Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs; Systematic gaining and sharing of knowledge and experience related to administrative and operations support.

      Long Description

      • Act as focal point and trainer within the Culture Sector whenever a new system/tool for financial, project, mission or security management is introduced.
      • Organize official events/hospitality for the Sector; distribute special assignments to support staff in relation to special events.

        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.
        • Ensuring the process of contract management is followed as laid down under the standard procedures of UNESCO.
        • Preparation of final contract as per the laid down system 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 to in finalizing travel request and settle travel claims as per the laid down process of UNESCO.

            Vendor Management:

            • Assist the Culture Sector in identifying and finalizing vendors/suppliers/consultants for various operational requirement of the sector.
            • Complete the process of vendor registration as per the standard procedures of UNESCO.

This vacancy is archived.

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