•   Post number: 6GHBSP0650RP
•   Grade: L4
•   Only nationals of Ghana candidates may apply for this post.
•   Organisational Unit: UNESCO Accra Office
•   Recruitment open to: Internal and external candidates
•   Type of contract: Temporary Appointment
•   Annual salary: Total Net Salary 25104.00 Ghana Cedi per annum with other admissible benefit

Overview
Under the direct supervision and guidance of the Head of UNESCO Office in Accra, and in close cooperation with the Education, Culture and Communication and Information programme staff, the Programme Assistant is tasked with the delivery of a range of office, financial and administrative activities in support of projects/programmes delivery. The post is responsible for retrieving pertinent information, assembling and collating information and contributing to the logistical and administrative preparation of events. The post also extracts, follows up, tracks and reports of budgetary information and expenditures.

Specific tasks for the post will be as follows:

•   Aids Programme Specialists in the search, location, compilation, review and update of information and data used in the development of documents, work plans and budgets; enters and updates approved work plan/budget data in the electronic system, ensuring accuracy and compliance with approved amounts; runs reports from the automated systems in order to assist in the preparation of regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by supervisor and responsible managers.
•   Prepares a variety of administrative documentation using examples or templates; initiates administrative procedures and ensures follow-up; reviews requests for payments against contractual obligations in the financial system, and provides information on payment status and remaining obligations to supervisor(s).
•   Organises meetings, events and workshops by booking venues, equipment and providing other related logistical support; identifying, reviewing for style, format and accuracy, and assembling documents and pertinent information in support of such events and meetings; collating information and data for presentations; initiating procedures for associated services required; provides administrative support during the event; collects minutes and decisions.
•   Initiates travel authorisations in conjunction with meetings, workshops, conferences or sessions; makes travel arrangements; tracks and prepare itinerary and agenda; prepare associated documentation; facilitate the travels of visiting officials by providing information and preparing the necessary documentation.
•   Receives, analyses, sorts, registers and distributes correspondence, documents and process requests for data and reports; determines the importance and priority of documents received and follows-up required; drafts correspondence as well as emails/faxes; reviews, proofreads and edits out-going correspondence according to standard practices and protocol, and to ensure proper grammar, spelling and punctuation; recommends changes/corrections; and provides informal translations of documents.
•   Responds to enquiries and follows-up on routine outstanding matters; provides information to supervisors) and colleagues; makes appointments, receives visitors and takes telephone calls, answering enquiries and/or referring them to the applicable specialist. As directed, liaises with HQ services to obtain additional information/clarification. Records, updates and retrieves information, documentation and data from the Office/ Bureau filing systems.
•   Additional activities that may be required to ensure the success of the work team.

Qualification Required & Experience

•   Education A minimum of First Degree in related field.
•   Work Experience: Minimum of 3-5 years of relevant professional experience as a programme assistant or in a secretarial post

Skills/Competencies:

•   Good interpersonal skills, ability to prioritise, plan and effectively deliver work assignments;
•   Good knowledge and skills in IT solutions for word processing and administrative and financial management, as well as ability to work in multinational environment.

Languages: Fluency in written and spoken English and in local language is required.

DESIRABLE QUALIFICATIONS

•   Skills/Competencies: Ability to work and deliver under pressure.
•   Languages: Working knowledge in French will be an asset

BENEFITS AND ENTITLEMENTS
UNESCO offers a competitive compensation and benefits package as per the UN Salary scale for L-4 posts are calculated in the local currency and exempt from income tax. They consist of a salary and benefits. Benefits includes: 30 days annual leave, family allowance, pension plan and medical insurance.Secretariat. Therefore, women candidates are strongly encouraged to apply, as well as nationals from non- and under-represented Member States, Persons with disabilities are also encouraged to apply. Worldwide mobility is required for staff members appointed to international posts.

UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.

Location: Accra

How To Apply For The Job

Interested candidates with desired qualifications and skills should directly send their CV with cover letter in English to:-

accra@unesco.org

or to:-

Finance and Administrative Officer,
UNESCO Accra office.

Please mention the post title on the subject line of your application.

Closing Date: 19 September, 2014

•   ONLY SHORT LISTED CANDIDATE WILL BE CONTACTED
•   A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES

UNESCO is committed to promoting geographical distribution and gender equality within its Secretariat. Therefore, women candidates are strongly encouraged to apply, as well as nationals from non- and under-represented Member States, Persons with disabilities are also encouraged to apply. Worldwide mobility is required for staff members appointed to international posts.

UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS.