Project Assistant, Communication Information (CI)

The Project Assistant supports the implementation of Communication and Information projects related to Press Freedom and Media Development under the supervision of the Director and Programme Specialist. The role involves operational and technical support, monitoring and reporting, administrative assistance, and coordination of programme activities.

Responsibilities

• Provide operational and technical support to programme/project management and implementation, including undertaking missions and alerting the supervisor(s) of issues/errors/omissions/discrepancies observed and to undertake corrective action.
• Assist in tracking, monitoring and reporting on progress of programme/project activities and the budget in compliance with financial rules and regulations, and in preparing and conducting evaluations, and evaluation reports.
• Assist in researching and retrieving programme/project files, reports, and other documentations; preparing draft dockets and charts; assembling documents, preparing reports, presentations, and speeches, etc. according to standards and formats; respond to enquiries.
• Gather, analyse, summarize, and collating information relevant to the activity; verify information for relevance and accuracy.
• Provide administrative support to programme/project implementation, including the assessment of administrative support needs for meetings/events/workshops/seminars, travel, document processing and publication production, and coordination of office support services for the same.
• Assist in the identifying possible project sites/meeting venues, prepare list of participants, and draft invitation letters, etc.
• Support the initiation of a variety of contractual documents using examples or templates; the collation of information and drafting of regular and ad hoc budgetary/financial updates, reports, statistics and/or projections for use and scrutiny by management/staff as well as donors.
• Assist in the identification of consultants, suppliers (from a roster), and preparing purchase requisitions in accordance with rules and regulations; verification of requests for payments against contractual obligations in the financial system; processing contractual transactions and providing information on payment status and remaining obligations to the responsible officer.
• Assist in processing requests for translation, printing, and dispatch of unit information documents for meetings; coordination of the delivery of translation services; completing forms and process requests for reservations for webcasting, recording, transcription of debates and follow-up on progress.
• Assist in maintaining internal and external relations for the implementation of programme activities, including preparation and organization of outreach activities, partnership initiatives and special events; participating in meetings and other activities with relevant partners and stakeholders; assist in resource mobilization by supporting research for and development of new projects, concept notes, proposals, and identification of potential donors and partners.
• Assist the Unit in maintaining/updating unit programme/file records and in preparing programme/project related correspondence ensuring completeness, accuracy, and compliance to UNESCO's format standards.
• Additional activities that may be required to ensure the success of the work of the Unit.

Requirements

• Completed High school diploma or equivalent.
• A minimum of five (5) years of relevant work experience in the field of journalism, media development, political science, human rights or related field.
• Experience in supporting project planning, implementation, monitoring and reporting.
• Ability to conduct basic research and collect information from a variety of sources.
• Experience in supporting technical or managerial professionals at the national or international level is also required.
• Good understanding of the media landscape in Indonesia and preferably at regional level.
• Good knowledge of global and/or national frameworks for addressing human rights, including freedom of expression, right to information, press freedom, etc.
• Excellent interpersonal and communication skills.
• Strong service orientation and ability to deal efficiently with partners at different levels.
• Ability to work as part of a team and under tight deadlines, to deal with complex and sensitive situations and flexibility to adjust work schedules.
• Organizational and coordination skills, with emphasis on quality, efficiency and aptitude to work under pressure.
• Ability to take initiatives, establish priorities and monitor own work plans.
• Ability to prepare reports and analyse, interpret data and monitor project budgets.
• Good knowledge of MS office (Word, Excel, Outlook, PowerPoint) and database packages.
• Capacity to deal with people of different cultural backgrounds efficiently and tactfully.
• Good knowledge (spoken and written) of English language.

Skills

• Project Planning
• Project Implementation
• Project Monitoring
• Project Reporting
• Basic Research
• Information Collection
• Support to Technical Professionals
• Support to Managerial Professionals
• Media Landscape Knowledge
• Human Rights Frameworks
• Freedom of Expression
• Right to Information
• Press Freedom
• Interpersonal Communication
• Organizational Skills
• Coordination Skills
• Report Preparation
• Data Analysis
• Budget Monitoring
• Microsoft Office Suite
• Database Management

Languages

English