Programme Assistant for IOC/WESTPAC

OVERVIEW

Parent Sector : Field Office

Duty Station: Bangkok

Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: Natural Sciences

Type of contract : Non Staff

Level : Level 3

Duration of contract : 1 year

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 04-DEC-2022

 

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

 

Background

 

Only candidates who have the right to live and work in Thailand may apply for this position.

 

The Intergovernmental Oceanographic Commission of UNESCO (UNESCO/IOC) is the United Nations body for ocean sciences, ocean observations and services, and capacity development. Its mission is to promote international cooperation and to coordinate programs in research, services and capacity building to learn more about the nature and resources of the oceans and coastal areas, and to apply this knowledge to improved management, sustainable development and protection of the marine environment and the decision-making processes of States.

 

UNESCO/IOC was also mandated to coordinate the implementation of the UN Decade of Ocean Science for Sustainable Development (2021-2030), which was proclaimed by the United Nations to support efforts to reverse the cycle of decline in ocean health and gather ocean stakeholders worldwide behind a common framework that will ensure ocean science can fully support countries in creating improved conditions for sustainable development of the Ocean.

The UNESCO/IOC Sub-Commission for the Western Pacific (WESTPAC) is the regional body of the Intergovernmental Oceanographic Commission (UNESCO/IOC) for the Western Pacific and its adjacent areas. The Sub-Commission focuses on four main thrust areas: ocean processes and climate change, marine biodiversity and seafood safety, ocean ecosystem health, and enhancing knowledge of emerging ocean issues. In addition, the IOC Regional Secretariat for the Sub-Commission (WESTPAC Office) will assume the function as a Decade Coordination Office, responsible for coordinating Decade Actions across all Ocean Decade Challenges in the Western Pacific region and its adjacent areas. The WESTPAC Office is hosted by the Government of Thailand and administratively attached to the UNESCO Bangkok Office. The Office is located in the Government Complex Building B, Chaengwattana Road, Bangkok, Thailand.

Major Duties and Responsibilities

Major Duties and Responsibilities

 

Under the authority of the Director of the United Nations Educational Scientific and Cultural Organization (UNESCO) Asia-Pacific Regional Bureau for Education and under and the direct supervision of the Head of the WESTPAC Office, the incumbent shall exercise the functions of Programme Assistant and provide secretarial, programme and administrative support of the WESTPAC programs, projects and activities, including those WESTPAC led UN Ocean Decade Actions as follows:

 

1. Produce complete and in final form documents, publications and correspondence related to the work of the Section/ Unit from draft texts. Search, locate, compile, review and update information and data used in the development of documents, work plans, budgets and websites including print publications (brochures, leaflets, posters), newsletters, social media and other outreach materials etc.;  ensure accuracy and compliance with the approved amounts; enter data in, and run reports from, automated systems in order to support preparation of regular and ad-hoc budgetary/ financial updates, reporting on programme/ project delivery, statistics and/ or projections for use and scrutiny by the supervisor(s) or responsible manager. Provide administrative support for fund raising initiatives. Support the preparation for various kinds of reports, write-ups and correspondence such as project/program progress reports, meeting minutes, inputs to UN reporting, publications, speeches, presentations, memos, letters and other correspondence.  

 

1. Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up in collaboration with the AO/EO Office. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work;  follow-up and alert team members of outstanding  payments, timeframes and bottlenecks. Perform general administrative tasks such as leave and attendance recording; maintain files (both paper and electronic) and databases for work unit and assist in providing software and office equipment support.

1. Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support. Organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications. Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation.

 

1. Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommend changes/ corrections; and handle arrangement for translations of documents. Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. Assist in the preparation of presentation materials using appropriate technology/software. Assist in maintaining contacts with host agency, IOC National Committees, UNESCO National Commissions, the related ministries, UN agencies, development agencies, donors and NGOs.

 

1. Respond to enquiries and follow up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor(s) and colleagues; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist/ service concerned. Liaise with various internal services to obtain additional information/ clarifications. Provide guidance to short-term/ temporary staff on general office processes and procedures, automated systems, computer applications, etc.​​​​​​​
2. Perform additional activities that may be required to ensure the success of the work team.

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) - For detailed information, please consult the UNESCO Competency Framework. Required Qualifications

 

Education

•    Secondary education, technical and/or vocational school diploma.

 

Work Experience

• Minimum four (4) years (with Secondary education), or, minimum one (1) year (with Bachelor’s Degree) of relevant experience in ocean related disciplines, general administration, accountancy or finance, programme support service or related field.
• Experience in administrative support in an international environment, preferably with the UN/multilateral/bilateral institutions.

Skills and competencies

• Good financial skills (budget breakdown, planning, and monitoring).
• Excellent communication and coordination skills.
• Excellent organizational and planning skills.
• Excellent writing skills in English and Thai.

• Capacity for accuracy and attention to detail in preparation of correspondence and documents.
• Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Cooperative behavior and attitude to work in a team successfully.
• Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).
• ​​​​​​​Ability to work under pressure and flexibility to adjust work schedules and priorities.

 

Languages

• Excellent knowledge of English and Thai.

 

DESIRABLE QUALIFICATIONS

 

Education

• Bachelor’s degree in ocean related disciplines, in particular ocean science, environmental science, ocean management or related areas.

 

Work Experience

• Familiarity with UN system or the administrative operation of UN agencies.
• Experience in international project management, coordination and implementation, ocean science and knowledge of the region is an additional asset.

Skills and competencies

• Demonstrable interest in ocean and project coordination, management, and ability to grasp new areas of scientific research in a short time frame.
• Advanced knowledge of Word, PowerPoint, Excel. IT skills with experience in website content management and social media networks will be considered an advantage.
• Excellent attention to detail, proactive, diligent, willing to learn, dedicated and responsible.
• Highly organized, be able to work on several tasks simultaneously, be able to prioritize and to utilize efficient time management skills.

 

Languages

• Excellent command of English and Thai with exceptional writing skills.
• Knowledge of other official UN languages (i.e. Arabic, Chinese, French, Russian, Spanish).

SELECTION AND RECRUITMENT PROCESS

 

Interested applicants should click on “Apply Now”, download and complete the Employment History form (Word document).
 

Prior to uploading the document, at the end of the Word document, please insert extra pages with the following required information: a cover letter; and a full resume (stating details of educational qualifications and work experience, present income, home and office contact addresses, email address, telephone numbers and three references).
 

Please note that all candidates must complete an on-line application and provide complete and accurate information. No modifications can be made to the application submitted.
 

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
 

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

 

Only short-listed candidates will be contacted.

Please note that UNESCO is a no-smoking Organization.

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UNESCO recalls that paramount consideration in the appointment of staff members 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. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals 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. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.