Overview
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.
Tasks Summary
- Support project/programme activities tracking; prepare project budgetary data/ information.
- 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.
- Support organization of meetings/ events/ workshops/seminars, travel arrangements, document processing/publication production, procurement, and coordinate office support services.
- 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.
- 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.
- 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.
Experience Requirements
- 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.
Qualification Requirements
Completed secondary, technical or vocational school education.
