OVERVIEW
Post Number : 6NAADM0706RP
Grade : G-4
Parent Sector : Sector For Administration and Management (ADM)
Duty Station: Windhoek
Job Family: General Administrative Support
Type of contract : Fixed Term Field
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 04-JUN-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only applicants who are eligible to work in Namibia may be considered for this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the UNESCO Representative and Head of the Office in Windhoek, Namibia and the direct supervision of the Programme Specialists, the Programme Assistant provides support to the Interdisciplinary Team, in the organization and delivery of the UNESCO programme activities, carrying out a range of programme support and administrative functions.
In this context, the incumbent will:
- Produce, complete final documentation, publications and correspondence related to the work of the Office;
- Search, locate, compile, review and update information and data used in the development of documents, work plans and budgets;
- Provide support for resource mobilization initiatives as well as assistance in the organization of related events including press-related events;
- Prepare a variety of administrative documentation using examples or templates and initiate administrative procedures and ensure follow-up, including payment follow-up; Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work;
- Produce regular and ad-hoc reports on outstanding commitments, alert team members on issue raised and outstanding payments, timeframes and bottlenecks and ensure follow-up thereon;
- Organize official travel and meetings, events and workshops by booking venues and ensure that all related logistical requirements are arranged (travel information and arrangements, agenda, visa applications).
- Ensure that all correspondences are analyzed, registered and dispatched in a proper manner.
- Provide guidance to staff on general office processes and procedures, formats, automated systems, computer applications.
- Maintain and develop information and knowledge management systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data.
COMPETENCIES (Core / Managerial) Accountability (C)Communication (C)Innovation (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Teamwork (C)Professionalism (C)
- For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical and/or vocational training.
Work Experience
- A minimum of three (3) years of relevant work experience in programme support or general administration functions .
Skills and competencies
- Strong drafting and editing skills in English.
- Strong teamwork, client orientation and coordination skills, including the ability to interact effectively with various stakeholders.
- Strong organizational and planning skills.
- Ability to assist in project planning, implementation, and monitoring.
- Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds
- Good communication skills, diplomacy, interpersonal skills and politeness in dealing with various organizations and individuals
- Demonstrated ability to manage multiple tasks and prioritize workload effectively.
- Good computer skills, proficiency in the use of MS Office (Word, Excel, Outlook, PowerPoint, etc.).
Languages
- Excellent knowledge of English (oral and written communication).
DESIRABLE QUALIFICATIONS
Education
- University degree or technical diploma in the field of Business Administration, Procurement Management, Project/Programme Management, Public Management or a related field
Work Experience
- Relevant work experience in an international environment/organization/institution.
- Experience within an UN agency or other international organization.
Languages
- Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish).
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 307,533 NAD.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. 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 an 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.
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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.
Please note that UNESCO is a non-smoking Organization.
- Knowledge of another official language of UNESCO (Arabic, Chinese, Russian, and/or Spanish).
- University degree or technical diploma in the field of Business Administration, Procurement Management, Project/Programme Management, Public Management or a related field
- Excellent knowledge of English (oral and written communication).
- A minimum of three (3) years of relevant work experience in programme support or general administration functions .
- Completed secondary, technical and/or vocational training.