Programme Assistant Communication and Information

OVERVIEW
**Parent Sector**: Communication and Information Sector (CI)
**Duty Station**: New Delhi
**Classification of duty station**: filter12
**Standard Duration of Assignement**: filter13
**Job Family**: Communication and Information
**Type of contract**: Service Contract
**Level**: 2
**Duration of contract**: 1 year
**Application Deadline (Midnight Paris Time)**: 22 October 2024
**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST Under the overall authority of the Director of the UNESCO New Delhi Regional Office, and direct supervision of the Advisor for Communication and Information (CI) Sector, the incumbent will support the programme management of the Sector’s overall operation and activities and undertake communication tasks and responsibilities as follows:
**Coordination for the CI Sector**:
Provide programmatic support to CI Sector colleagues to ensure effective decision-making processes, and smooth and efficient implementation of the CI programme of the New Delhi Regional Office.
Schedule and manage the CI Sector team meetings which include UNESCO CI colleagues from New Delhi, Dhaka and Kathmandu Offices; take minutes and notes of these meetings as required.
Facilitate the flow of knowledge and information between the CI Sector and other Sectors within the office, including with the CPE Unit; recommend and establish systems and streamline procedures to enhance established workflows.
Help to increase the unit’s overall communication and outreach capacity targeting the public, development partners and the donor community and the unit’s interaction with the Communication Unit of the New Delhi Office, as well as the resources Mobilization Officer.
Enhance the efficiency of internal and external communication in cooperation with the CPE Unit
Assist the professional planning and implementation of events (internal, collaborative, and external)
Undertake other tasks as requested by the Advisor for CI.
Long Description
Communications and Event Management
In coordination with the New Delhi Regional Office’s Communications and Public Engagement Unit, develop social media strategies to enhance the CI 's online presence and visibility; plan and carry out communications campaigns to further promote CI Sector’s reports, materials, and events; keep track of media coverage and public opinion; propose recommendations to improve communication strategies.
With regards to UNESCO New Delhi Regional Office’s celebrations of International Days, support the organization of official events and ensure the hospitality needs for the Sector.
Long Description
**Finance and Procurement Accountabilities**:
Assist the CI sector on financial management of its regular budget and extrabudgetary funds using UNESCO tools on information management and reporting.
Assist the sector on basic financial procedures, payment requirements, banking and currency provisions with support from the administrative services.
Keep track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifying any errors or irregularities).
**Travel Management**:
Support the CI 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 CI Sector to coordinate with Administrative Department in finalizing travel request and settle travel claims
Long Description
**Vendor and Contract Management**:
Assist the CI Sector in identifying cost-effective vendors/suppliers/service providers for various operational requirements of the sector.
Assist completing the process of vendor registration, and manage accurate and updated vendor information as per UNESCO’s standard procedures whenever needed.
Support the CI Sector to prepare the Terms of Reference (TORs) of vendors/suppliers/consultants/service providers and draft contracts in compliance with UNESCO’s procedures, rules, and regulations.
Verify and process payments of vendors or contractors.
Assist in each stage of contract management, through the preparation of contracts, follow up with vendors and consultants on deliverables and deadlines, and processing payments in line with UNESCO administrative rules and regulations.
Maintain information 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) - For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education
A minimum of high sc