Senior Project Assistant, Sciences (Sc)
Organizational Context
The UNESCO Regional Office in Jakarta seeks a Senior Project Assistant to support the Natural Sciences Sector. This role is crucial for the implementation of projects focused on Science Policy and Basic Sciences. The incumbent will operate under the direct supervision of the Programme Specialist (SC) and the overall guidance of the Director of the Regional Office, ensuring diligent and compliant execution of project support tasks.
Job Purpose
The Senior Project Assistant will provide essential operational and technical support for the management and implementation of projects within UNESCO's Natural Sciences Sector, specifically focusing on Science Policy and Basic Sciences. This includes assisting with project planning, tracking progress, monitoring budgets in compliance with financial regulations, and supporting evaluation processes. The role involves gathering, analyzing, and verifying information, preparing various project-related documents such as reports, presentations, and correspondence, and coordinating administrative aspects for meetings, workshops, and events. Additionally, the assistant will support the initiation of contractual documents, financial updates, and the procurement of goods and services, ensuring adherence to UNESCO's rules and regulations.
Responsibilities
Provide comprehensive operational and technical support for programme and project management and implementation. Undertake missions, identify and report issues, and implement corrective actions. Track, monitor, and report on project activities and budget adherence to financial rules and regulations. Assist in preparing and conducting evaluations and drafting evaluation reports. Research, retrieve, and organize project files, reports, and documentation. Prepare draft dockets, charts, reports, presentations, and speeches according to established standards. Respond to project-related inquiries. Gather, analyze, summarize, and verify information for relevance and accuracy. Provide administrative support for meetings, events, travel, document processing, and publication production. Assist in identifying project sites and preparing participant lists and invitations. Support the initiation of contractual documents and draft budgetary/financial updates. Assist in identifying consultants and suppliers, preparing purchase requisitions, and processing payments. Coordinate translation, printing, and dispatch of information documents. Maintain internal and external relations for programme activities, including outreach and partnership initiatives. Assist in resource mobilization by supporting project development and donor identification. Maintain and update unit programme/file records and prepare project-related correspondence.
Work Experience
A minimum of eight years of relevant work experience is required in integrated service execution and comprehensive process and administration support within an international environment. Experience in supporting project planning, implementation, budget, and activity monitoring and reporting is essential. Experience in reviewing supporting documents and performance information related to payment processing is also required.
Skills
Ability to conduct research, collect, and analyze data from various sources. Excellent interpersonal and communication skills for effective collaboration with diverse partners. Proficiency in preparing clear reports, correspondence, and presentations. Skill in analyzing data and monitoring project budgets. Good working knowledge of MS Office suite and database packages. Ability to work effectively in a multicultural team, under tight deadlines, and adapt to complex situations. Strong organizational and coordination skills, with an aptitude for initiative, prioritization, and self-monitoring. Ability to build effective working relationships in a multicultural environment.