Administrative Assistant, Culture Sector (New Delhi, India) Full Time

Parent Sector : Field Office

Duty Station: New Delhi

Job Family: Culture

Type of contract : Non Staff

Level : Level 2

Duration of contract : 1 year

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 11-01-2023 (Extended)

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

Duties and Responsibilities

Under the authority of the Director of UNESCO New Delhi and direct supervision of the Chief of Culture Sector and Project Officer – Culture, the Administrative Assistant shall act as principal administrator of the Culture Sector’s overall operation and activities.       

Main Activities:

Under the authority of the Director of the UNESCO New Delhi Office and the direct supervision of Programme Specialist, Culture, UNESCO New Delhi, the incumbent will:

Coordination for the Sector:

• Provide administrative and secretarial support to Culture Sector ensuring the smooth and efficient functioning of the operation of its activities.
• Receive, analyse, register, and distribute incoming correspondence and other documents; determine the importance and priority of documents received and establish deadlines for required action or reply.
• Develop and undertake logistical administrative arrangements and prepare internal report for meetings and events organized by the Culture Sector.

• Take minutes and/or notes as required, and answer and screen calls with tact and discretion, as required. Draft responses to written enquiries on a variety of routine and non-routine questions. Set up and monitor coherent filing system; ensuring accuracy and confidentiality; Ensure close follow up on deadlines and commitments.
• Facilitate Culture Sector’s interaction with various external partners such as government officials, donors, civil society, UN agencies and other partners through effective use of written, verbal, and electronic communication.
• Assist in preparation of procurement plan and budget for the sector. Keeping a track of the budget of the sector, in close coordination with Administrative Department. Facilitate the flow of knowledge and information between Culture Sector and other Sectors within the office; recommend and establish systems and streamline procedures to enhance established workflows.
• Provide administrative support for effective knowledge management and sharing within the office and other offices/HQs; Systematic gaining and sharing of knowledge and experience related to administrative and operations support.

• Act as focal point and trainer within the Culture Sector whenever a new system/tool for financial, project, mission or security management is introduced.
• Organize official events/hospitality for the Sector; distribute special assignments to support staff in relation to special events.

Contract Management:

• Support the Culture Sector to prepare the Terms of Reference (ToR) of consultants/contactors and follow the procedure of UNESCO for final approval of the contract.
• Ensuring the process of contract management is followed as laid down under the standard procedures of UNESCO.
•  Preparation of final contract as per the laid down system of UNESCO, for the Culture Sector.

Travel Management:

• Support the Culture Sector in the preparation and updating of travel plans; make travel arrangements; prepare required travel requisitions and monitor the budget; prepare materials for mission travel; arrange hotel accommodations and other related logistics in accordance with UNESCO policies, procedures, and rules.
• Support the Culture Sector to coordinate with Administrative Department to in finalizing travel request and settle travel claims as per the laid down process of UNESCO.

           Vendor Management:

• Assist the Culture Sector in identifying and finalizing vendors/suppliers/consultants for various operational requirement of the sector.
• Complete the process of vendor registration as per the standard procedures of UNESCO.
• Tracking the deliverables of the vendor and ensuring that the deliverables are met as per agreed timeline.
• Raise payment request/invoices of such vendors/consultants as per the requirement and laid down process.

Education

Bachelor’s degree in any field (B.SC/B. Com/B. A/BBA or equivalent)

Work Experience

At least 5 years of office administrative experience. Experience in the use of computers applications and software packages as well as web-based management systems.

Languages

Fluency in Hindi and excellent English, both oral and written

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of the Culture sector including schedule, travel and filling management.
• Ability to perform work of confidential nature and handle a large volume of work.
• Ability to prioritize, organize and perform multiple tasks.
• Good interpersonal skill, including the ability to work in a team and multi-cultural environment
• Basic knowledge of MS Office.