Project Assistant (Education)

The Project Assistant provides administrative and operational support to ensure efficient management of the Unit’s programmatic and financial activities, including correspondence handling, contract processing, data management, event organization, and digital outreach support.

Responsibilities

• Receive, analyse, register and distribute mail, correspondence and other documents; monitor deadlines and follow up on required actions; prepare routine correspondence and responses to requests for information, attaching relevant documentation as needed; review outgoing correspondence and documents in English and/or in French and make or recommend changes to format, style, spelling or grammar; provide informal translation as required.
• Maintain information systems, databases and distribution lists in both physical and electronic formats; process requests for data and reports, and assist in the preparation of presentations and other communication materials using appropriate software.
• Prepare draft contracts and enter contract details into FABS as approved by the responsible officer, follow up on contract processing and payments.
• Inform team members of relevant administrative processes and related procedures to support effective work planning and implementation.
• Perform general administrative tasks including leave and attendance recording; and maintain Unit’s files and databases.
• Search, compile, review and update information and data used in the development of documents, work plans and budgets to support reporting on programme and activity implementation in accordance with standards and formats.
• Enter data in and run reports from automated systems in order to support the preparation of regular and ad hoc budgetary updates.
• Proofread, edit and finalize formatting using standard office software (e.g. MS Word, PowerPoint etc.).
• Collect, organize and present information and data related to ASPnet's programmes and activities from a variety of sources (Internet, Intranet, office files, records, etc.).
• Assist in the organization of virtual and in-person meetings, workshops, seminars and other events, including logistical arrangements and follow up activities working in close cooperation with UNESCO Programme Sectors, PAX, Field Offices and UNESCO Networks.
• Support ASPnet’s digital outreach activities by drafting content for its communities of practice and leveraging social media and other online tools to foster engagement among ASPnet members.
• Liaise with the PAX entity coordinating UNESCO Networks to ensure effective information exchange and support ASPet’s contribution to Organization-wide coordinated efforts involving these networks.
• Support the processing of new school applications, by reviewing, analyzing and assessing ASPnet candidacies to determine compliance with UNESCO’s established criteria.

Requirements

• Completed secondary, technical and/or vocational education.
• Minimum 3 years of relevant work experience in administrative and/or secretarial tasks.
• Experience in programme support preferably in an international environment.
• Experience in providing administrative and organizational support for meetings, workshops, or similar events.
• Good interpersonal and communication skills; ability to work collegially with staff at different levels.
• Good organizational and coordination skills; ability to manage multiple tasks simultaneously, establish priorities, and meet deadlines under general supervision.
• Discretion, good sense of judgement and capacity to deal efficiently with external partners, in particular ASPnet members.
• Ability to work as part of a team and to provide quality and timely support and services.
• Proficiency in standard office software (Microsoft Office suite: Word, Excel, Outlook, PowerPoint) and web-based collaboration platforms (e.g. SharePoint).
• Ability to work in a multicultural environment and under pressure.
• Excellent knowledge of and drafting skills of English or French and good working knowledge of the other language.
• Previous experience with UNESCO and understanding of the Organization, including its administrative procedures and financial process (desirable).
• Knowledge of UNESCO rules, integrity, professionalism, administrative procedures and standard practices (desirable).
• Knowledge of other UNESCO Official languages (Arabic, Chinese, Russian or Spanish) (desirable).

Skills

• Administrative Support
• Secretarial responsiblities
• Programme Support
• Meeting Coordination
• Workshop Organization
• Interpersonal Communication
• Organizational Skills
• Task Prioritization
• Deadline Management
• Discretion
• Partner Relations
• Team Support and Training
• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• SharePoint Development
• Multicultural Work Environment
• English Drafting

Languages

English, French