Programme Assistant - Social and Human Sciences

Organizational Context

Under the overall authority of the Director of the UNESCO South Asia Regional Office, and direct supervision of the Programme Specialist and Chief of Social and Human Sciences (SHS) Sector, the incumbent will provide essential administrative and operational support. This role is crucial for ensuring the efficient management of the Sector's programmatic and financial activities, contributing to UNESCO's mission in the region. The Programme Assistant will facilitate the smooth execution of projects and initiatives within the Social and Human Sciences domain.

Job Purpose

The Programme Assistant will provide comprehensive administrative and operational support to the Social and Human Sciences (SHS) Sector, ensuring the efficient management of its programmatic and financial activities under the direct supervision of the Programme Specialist and Chief of SHS Sector. This role involves offering extensive administrative assistance for regular programme budgets and extrabudgetary projects, ensuring strict compliance with UNESCO's regulations and procedures. Key responsibilities include maintaining project work plans, tracking deliverables, and drafting essential correspondence. The incumbent will also support financial management by maintaining budget records, compiling expenditure information, and assisting in the preparation of financial reports and statements. Furthermore, the role encompasses procurement and contract administration, including vendor registration, processing payment requests, and tracking contract milestones. This position is vital for facilitating smooth operations and effective project delivery within the SHS Sector.

Responsibilities

The incumbent will provide comprehensive administrative support to the SHS Sector's regular programme budget and extrabudgetary projects, ensuring compliance with UNESCO's rules and procedures. This includes assisting in maintaining project work plans, activity schedules, and tracking tools, as well as managing contract deliverables and payment schedules. The role involves drafting, formatting, and proofreading routine correspondence and project documentation, and facilitating information flow within the UNESCO New Delhi Regional Office. Financial responsibilities include assisting in the management of regular programme and extrabudgetary funds, maintaining budget tracking records, compiling expenditure information, and supporting the preparation of financial reports and statements. The Programme Assistant will also support procurement and contract administration by managing vendor registration, processing payment requests, and tracking deliverables. Logistical support for events, meetings, and travel management, including coordinating hospitality and preparing event materials, is also a key duty. Finally, the role involves communications and outreach support, coordinating with the Communication and Public Engagement Unit to draft social media content, newsletters, and maintain web content for the SHS Sector.

Work Experience

Minimum two (2) years of relevant professional experience in programme or project administration, financial administration, procurement, or a related field, preferably within an international organisation, United Nations agency, government institution, or non-governmental organisation. Demonstrated experience in financial monitoring, budget tracking, and/or procurement support functions. Experience in the preparation of contracts, Terms of Reference, and correspondence documents in a professional context. Experience in organising meetings, workshops, or similar events, including logistical coordination. Experience in UNESCO's Programmes and/or normative tools in the field of Social and Human Sciences. Experience with the United Nations System, multilateral settings/cooperation and development. Experience working with an Enterprise Resource Planning system (ERP).

Skills

Strong organizational skills; ability to manage multiple tasks simultaneously, establish priorities, and meet deadlines under general supervision. Good attention to detail and commitment to accuracy in financial data entry, document preparation, and record keeping. Proficiency in standard office software (Microsoft Office suite: Word, Excel, Outlook, PowerPoint) and web-based collaboration platforms (e.g. SharePoint). Good interpersonal and communication skills; ability to work collegially with staff at different levels and with external partners and vendors. Ability to work effectively in a multicultural team environment and under pressure. Good knowledge of UNESCO's work, and familiarity with Social and Human Sciences Sector activities. Knowledge of the geopolitical context of the region.

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