SENIOR PROJECT ASSISTANT, SCIENCES (SC)

UNESCO; Jakarta Pusat; On-site; IDR 272,505,000 - 326,407,000; Full time

Benefits offered by this job

Medical insurance

Pension

Annual leave 22.5 days

Job summary

UNESCO International in Jakarta invites external candidates for a Project Assistant role within the Natural Sciences Sector. Under supervision, you will support SC project implementation, monitoring, reporting, and documentation, coordinating meetings and communications with stakeholders.

Minimum eight years in project support in international settings; fluency in English preferred; Advanced degree is desirable.

Qualifications

• High School diploma or equivalent is required.
• Minimum eight years of relevant work experience in international environments.
• Experience in project planning, implementation, budget monitoring and reporting.
• Knowledge of UNESCO standards is an asset.

Responsibilities

• Provide operational and technical support to programme/project management and implementation.
• Assist in tracking, monitoring and reporting on progress and budget.
• Prepare reports, presentations, and related documentation.
• Coordinate meetings/events and administrative support.
• Support outreach, partnership initiatives and donor development.

Skills

Communication

Accountability

Knowledge sharing

Education

High School diploma or equivalent

Advanced university degree in Natural or Social and Human Sciences

Tools

MS Office suite

Job description

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Hiring Unit : Natural Sciences Sector (SC)

Duty Station : Jakarta

Duration of contract : 9 months

Hiring open to : External candidates

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

ORGANIZATIONAL CONTEXT

Overview of the Function of the Project Assistant: Under the overall supervision of the Director, UNESCO Regional Office in Jakarta, and the direct supervision of the Programme Specialist (SC), the Project Assistant shall support the implementation of SC projects related to Science Policy and Basic Sciences Division. The SC holder shall carry out the following project/programme support tasks with care, diligence and compliance:

Long Description

Only Indonesian nationals or persons with the right to work in Indonesia may apply to this position.

MAIN TASKS AND SERVICES

• Provide operational and technical support to programme/project management and implementation, including undertaking missions and alerting the supervisor(s) of issues/errors/omissions/discrepancies observed and undertaking corrective action;
• Assist in tracking, monitoring and reporting on progress of programme/project activities and the budget in compliance with financial rules and regulations, and in preparing and conducting evaluations and evaluation reports.
• Assist in researching and retrieving programme/project files, reports, and other documentation; preparing draft dockets and charts; assembling documents, preparing reports, presentations, and speeches, etc., according to standards and formats; responding to enquiries;
• Gather, analyze, summarize, and collate information relevant to the activity; verify information for relevance and accuracy;
• Provide administrative support to programme/project implementation, including the assessment of administrative support needs for meetings/events/ workshops/seminars, travel, document processing and publication production, and coordination of office support services for the same.
• Assist in identifying possible project sites/meeting venues, prepare a list of participants, and draft invitation letters, etc.
  Support the initiation of a variety of contractual documents using examples or templates; the collation of information and drafting of regular and ad hoc budgetary/financial updates, reports, statistics and/ or projections for use and scrutiny by management/ staff as well as donors.
• Assist in the identification of consultants, suppliers (from a roster), and preparing purchase requisitions in accordance with rules and regulations; verification of requests for payments against contractual obligations in the financial system; processing contractual transactions and providing information on payment status and remaining obligations to the responsible officer.
• Assist in processing requests for translation, printing, and dispatch of information documents for meetings; coordination of the delivery of translation services; completing forms and processing requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
• Assist in maintaining internal and external relations for the implementation of programme activities, including preparation and organization of outreach activities, partnership initiatives and special events; participating in meetings and other activities with relevant partners and stakeholders; assist in resource mobilization by supporting research for and development of new projects, concept notes, proposals, and identification of potential donors and partners.
• Assist the Unit in maintaining/updating unit programme/file records and in preparing programme/project related correspondence ensuring completeness, accuracy, and compliance with UNESCO's format standards.
• Additional activities that may be required to ensure the success of the work of the Unit.

DURATION OF THE CONTRACT

9 months

COMPETENCIES - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Knowlegde sharing and continuous improvement (C)

High School diploma or equivalent is required

WORK EXPERIENCE

• A minimum of eight years of relevant work experience in integrated service execution and comprehensive process and administration support in an international environment.
• Experience supporting project planning, implementation, budget and activity monitoring and reporting.
• Experience in reviewing supporting documents, performance information and documentation linked to payment processing

Long Description

SKILLS AND COMPETENCIES

• Ability to conduct research and collect and analyze data and information from a variety of sources.
• Excellent interpersonal and communication skills, with the ability to work efficiently with partners at different levels and from diverse backgrounds.
• Ability to prepare clear reports, correspondence, presentations, and other documents.
• Ability to analyze, interpret data, and monitor project budgets.
• Good working knowledge of MS Office (Word, Excel, Outlook, PowerPoint) and database packages.
• Ability to work as part of a multicultural team and under tight deadlines, to deal with complex and sensitive situations, and flexibility to adjust work schedules.
• Organizational and coordination skills, with emphasis on quality, efficiency, and aptitude to work under pressure, and ability to take initiatives, establish priorities and monitor own work plans.
• Ability to build effective working relationships in a multicultural environment and with external partners.

LANGUAGES

• Fluent in English – oral, written, and comprehension.

DESIRABLE QUALIFICATIONS

EDUCATION

Advanced university degree (Master's or equivalent) in Natural or Social and Human Sciences, Policy, Development Studies, or related fields.

WORK EXPERIENCE

• Prior relevant experience in project support is an asset;
• Knowledge of UNESCO’s Standard Setting instruments related to Science, Technology and Innovation and the implementation in the region;
• Relevant Experience in a UN agency or organization is considered an asset.

BENEFITS AND ENTITLEMENTS

Annual Salary: IDR 26,832,990 p.m. (Inclusive of medical insurance and pension)
Other benefits include 22.5 days’ annual leave.

SELECTION AND RECRUITMENT PROCESS

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.