Programme Assistant - Social and Human Sciences

The Programme Assistant will provide administrative and operational support to the Social and Human Sciences Sector to ensure efficient management of programmatic and financial activities. The role includes supporting programme administration, financial tracking, procurement, event logistics, travel management, and communications outreach.

Responsibilities

• Provide comprehensive administrative support to the SHS Sector’s regular programme budget and extrabudgetary projects, ensuring compliance with UNESCO’s rules, regulations, and administrative procedures.
• Assist in maintaining project work plans, activity schedules and implementation tracking tools.
• Maintain records of contract deliverables and payment schedules and follow up on documentation requirements.
• Draft, format, and proofread routine correspondence, internal memoranda, and project-related documentation under the guidance of the supervising Programme Specialist.
• Facilitate the flow of information and documentation between the SHS Sector and other units of the UNESCO New Delhi Regional Office, including the Finance and Administration Unit and the Communication and Public Engagement Unit.
• Assist in the organisation of Sector meetings, consultations, workshops, and events, including preparation of meeting notes, agendas, logistical arrangements, and follow-up action tracking.
• Undertake other tasks as requested by the Director or the Programme Specialist of the SHS Sector, as required.
• Assist the SHS Sector in financial management of its regular programme budget and extrabudgetary funds, using UNESCO’s information management and reporting tools.
• Maintain budget tracking records and compile expenditure information for review by the supervisor. Assist in identifying discrepancies and bringing them to the attention of the supervisor.
• Support the preparation of financial progress reports, budget revisions, and financial statements in accordance with UNESCO’s accounting and reporting requirements.
• Assist in the reconciliation of project accounts and verify financial data entries for accuracy and compliance with UNESCO procedures.
• Assist the sector in basic financial procedures, payment requirements, and banking and currency provisions, with support from the Administrative Services unit.
• Support vendor registration processes and maintain vendor and supplier information in UNESCO systems in accordance with established procedures.
• Assist in the formatting, processing and administrative review of Terms of Reference and related procurement documentation.
• Process vendor and contractor payment requests; verify supporting documentation for completeness and compliance; liaise with the Finance and Administration Unit as necessary.
• Track deliverables and payment milestones under consultant and vendor contracts; follow up with contractors on outstanding submissions and ensure timely closure of contracts.
• Provide logistical support for the planning and implementation of SHS Sector events, including workshops, steering committee meetings, stakeholder consultations, and other programmatic gatherings.
• Coordinate hospitality arrangements for international days, official events, and external stakeholder meetings, in line with UNESCO New Delhi Regional Office protocols.
• Support the preparation of event materials, background documentation, and participant communication, in coordination with the project officer and programme specialist.
• Support the SHS Sector in the preparation and updating of travel plans; make travel arrangements; prepare required travel requisitions; monitor the travel budget; arrange hotel accommodations and other related logistics in accordance with UNESCO policies, procedures, and rules.
• Coordinate with the Administrative Department to finalize travel requests and settle travel claims on behalf of SHS Sector staff and consultants.
• In coordination with the UNESCO New Delhi Regional Office’s Communication and Public Engagement Unit, provide support to SHS Sector communication activities, including drafting and formatting social media content, newsletters, event announcements, and other visibility materials.
• Assist in the maintenance of SHS Sector web content, SharePoint sites, and institutional memory repositories, ensuring that content is up to date and accessible to relevant staff.

Requirements

• A minimum of a post-secondary qualification (diploma, certificate, or university degree) in business administration, social sciences, international relations, or a related field.
• 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.
• 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.
• Excellent knowledge (written and spoken) of English.
• Experience in UNESCO’s Programmes and/or normative tools in the field of Social and Human Sciences is desirable.
• Experience with the United Nations System, multilateral settings/cooperation and development is desirable.
• Experience working with an Enterprise Resource Planning system (ERP) is desirable.
• Good knowledge of UNESCO’s work, and familiarity with Social and Human Sciences Sector activities is desirable.
• Knowledge of the geopolitical context of the region is desirable.
• Knowledge of an official language of India is an asset.

Skills

• Programme Administration
• Project Administration
• Finance Administration
• Procurement Support
• Financial Monitoring
• Financial Tracking
• Contract Preparation
• Terms of Reference
• Document Preparation
• Meeting Organization
• Workshop Coordination
• Logistics Coordination
• Financial Data Entry
• Records Keeping
• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• SharePoint Development
• Enterprise Resource Planning
• Multi-cultural Team Collaboration

Languages

English