Programme Assistant Communication and Information Sector

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About the Organization

UNESCO is the United Nations Educational, Scientific and Cultural Organization. It contributes to peace and security by promoting international cooperation in education, sciences, culture, communication and information. UNESCO promotes knowledge sharing and the free flow of ideas to accelerate mutual understanding and a more perfect knowledge of each other's lives. UNESCO's programmes contribute to the achievement of the Sustainable Development Goals defined in the 2030 Agenda, adopted by the UN General Assembly in 2015.

Job Responsibilities

Coordination for the CI Sector:

• Provide programmatic support to CI Sector colleagues to ensure effective decision-making processes, and smooth and efficient implementation of the CI programme of the New Delhi Regional Office.
• Schedule and manage the CI Sector team meetings which include UNESCO CI colleagues from New Delhi, Dhaka and Kathmandu Offices; take minutes and notes of these meetings as required.
• Facilitate the flow of knowledge and information between the CI Sector and other Sectors within the office, including with the CPE Unit; recommend and establish systems and streamline procedures to enhance established workflows.
• Help to increase the unit’s overall communication and outreach capacity targeting the public, development partners and the donor community and the unit’s interaction with the Communication Unit of the New Delhi Office, as well as the resources Mobilization Officer.
• Enhance the efficiency of internal and external communication in cooperation with the CPE Unit
• Assist the professional planning and implementation of events (internal, collaborative, and external)
• Undertake other tasks as requested by the Advisor for CI.

Communications and Event Management

• In coordination with the New Delhi Regional Office’s Communications and Public Engagement Unit, develop social media strategies to enhance the CI's online presence and visibility; plan and carry out communications campaigns to further promote CI Sector’s reports, materials, and events; keep track of media coverage and public opinion; propose recommendations to improve communication strategies.
• With regards to UNESCO New Delhi Regional Office’s celebrations of International Days, support the organization of official events and ensure the hospitality needs for the Sector.

Finance and Procurement Accountabilities:

• Assist the CI sector on financial management of its regular budget and extrabudgetary funds using UNESCO tools on information management and reporting.
• Assist the sector on basic financial procedures, payment requirements, banking and currency provisions with support from the administrative services.
• Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifying any errors or irregularities).

Travel Management:

• Support the CI 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 CI Sector to coordinate with Administrative Department in finalizing travel request and settle travel claims

Vendor and Contract Management:

• Assist the CI Sector in identifying cost-effective vendors/suppliers/service providers for various operational requirements of the sector.
• Assist completing the process of vendor registration, and manage accurate and updated vendor information as per UNESCO’s standard procedures whenever needed.
• Support the CI Sector to prepare the Terms of Reference (TORs) of vendors/suppliers/consultants/service providers and draft contracts in compliance with UNESCO’s procedures, rules, and regulations.
• Verify and process payments of vendors or contractors.
• Assist in each stage of contract management, through the preparation of contracts, follow up with vendors and consultants on deliverables and deadlines, and processing payments in line with UNESCO administrative rules and regulations.
• Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data.

Education Qualification/Required Skills & Experience

• A minimum of high school degree.

Work Experience

• Minimum 2 years of relevant professional experience in the field of communication, information sciences, media management, international relations or closely related disciplines at the national or sub-regional level.
• Experience working in the implementation of national and/or sub-regional projects in the area of communication and information.
• Experience in fundraising and resource mobilization, and establishing and maintaining relations with donors.
• Experience using web-based information management systems.

Languages

• Excellent knowledge (written and spoken) of English.

Skills/Competencies

• Proven organizational and coordination skills, ability to take initiative, establish priorities, monitor own work plans and report on actions and projects.
• Strong project management skills; ability to deal efficiently with partner at different levels.
• Ability to participate effectively in negotiations.
• Ability to work effectively in multicultural team environment.
• Capacity to adapt and adjust work schedules and perform diligently under pressure.
• Excellent knowledge management with an understanding of emerging communication and information technologies and their potential uses.

Desirable qualifications

Education

• A minimum of bachelor's degree/specialized training/certification in communication, information, media, international relations or related field is desirable and will be an added advantage.

Work Experience

• Experience in UNESCO programmes and/or normative tools in the field of Communication and Information.
• Experience with the United Nations System, multilateral settings/cooperation and development.
• Experience with inter-agency mechanisms of the United Nations System.
• Experience working with an Enterprise Resource Planning system (ERP).

Languages

• Excellent knowledge of other UN official languages including French, Spanish, Arabic, Russian and Chinese.

Skills/Competencies

• Good knowledge of UNESCO work and familiarity with Communication and Information activities.
• Knowledge of the geopolitical context of the region.

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