Parent Sector : Education Sector (ED)

Duty Station: Ukraine

Job Family: General Administrative Support

Type of contract : Non Staff

Level : Level 4

Duration of contract : From 7 to 11 months

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 30-NOV-2023

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

The application shall be made through the original vacancy notice.

OVERVIEW OF THE FUNCTIONS OF THE POST

The Programme Assistant will be stationed in Kyiv, Ukraine, working closely with the Liaison Officer, the National Project Officers and HQ Education Team in the Education response, supporting the ED programme activities and project implementation. For this purpose, they will execute the following duties:

• Provide guidance and administrative and logistical support to programme activities in Ukraine.
• Draft and assist in preparing background documents, meeting agendas, invitations, correspondence, minutes, forms, briefing notes, presentations, and other relevant documents in English and Ukrainian.
• Provide administrative and logistical support in organizing meetings, conferences, and missions, including travel authorizations and making travel arrangements, and other relevant programme activities.
• Track and maintain electronic and hard copy project files, documents, records, and correspondence up–to–date and in a systematized manner and in close coordination with UNESCO Headquarters and UNESCO Desk in Ukraine.
• Informally translate documents from either Ukrainian/English into the other language and assist with interpretation in relevant meetings.
• Develop and maintain project databases and assist with the dissemination of key information with UNESCO’s partners.
• Provide general office assistance, receive, register, review, and draft correspondence and emails.
• Undertake other tasks as deemed relevant by the direct supervisor and/or UNESCO Education management.

EXPECTED RESULTS AND DURATION OF THE ASSIGNMENT

Expected results:

• Administrative and logistical support to programme activities in Ukraine provided.
• Background documents, meeting agendas, invitations, correspondence, minutes, forms, briefing notes, presentations, and other relevant documents in English and Ukrainian drafted and prepared.
• Administrative and logistical support in organizing meetings, conferences, missions, and other relevant programme activities provided.
• Files, records, and correspondence in a systematized manner and in close coordination with UNESCO Headquarters and UNESCO Desk in Ukraine tracked and maintained.
• Documents from either Ukrainian/English into the other language and assist with interpretation in relevant meetings informally translated.
• Project databases and assist with the dissemination of key information with UNESCO’s partners developed and maintained.
• Tasks deemed relevant by the direct supervisor and/or UNESCO Education management undertaken.

Contract duration:

11 months (with the possibility of extension subject to performance and resource availability)

REQUIRED QUALIFICATIONS

Academic qualifications

• Completed secondary, technical, or vocational education.

Professional experience

• A Minimum of three (3) years of work experience in providing administrative support to programmes and projects teams

Skills and competencies

• Ability to manage information objectively, accurately, and confidentially.
• Flexibility and adaptability to work schedules and priorities according to workload, emergencies, and deadlines.
• Ability to design, work and execute tasks independently with thoroughness, care, and method.
• Ability to work with and within multicultural teams.
• Excellent interpersonal skills and the ability to work effectively in a team and in a multicultural environment.
• Very good knowledge of IT skills (Microsoft Word, Excel, PowerPoint, Intranet, Internet, etc.).

Languages

• Excellent knowledge (written and spoken) of English and Ukrainian

DESIRABLE QUALIFICATIONS

• Relevant professional experience in UN System or at the international level.
• Experience in supporting teams in education-related fields.