Programme Assistant

The Programme Assistant provides administrative and programmatic support to the Communication and Information programme in the UNESCO Regional Office for Southern Africa. The role involves coordinating projects, enhancing sector visibility, organizing events, managing communications, and supporting the Adviser for Communication and Information Sector.

Responsibilities

• Provide administrative and programme related support to the Adviser for Communication and Information Sector by coordinating CI Sector projects through conceptualizing, developing and implementing, monitoring and evaluating project activities.
• Contribute to the design of project documents such as conducting desk researches, drafting concept notes, terms of reference, reports etc, which contribute towards resource mobilization activities for the sector.
• Liaise with National Commissions, partners and donors ensuring reports and deliverables submitted meet contract terms of references and UNESCO reporting and administrative standards.
• Enhance sector visibility through developing website content, managing content for posting on social media platforms, and managing sector photo and video library.
• Contribute to sector publications content and ensure publications are posted online for open access and distribution of printed copies.
• Coordinate sector events, workshops, forums and meetings by providing facilitation, organizing events, liaising with speakers/consultants/presenters, booking venues, preparing information packages and providing logistical support.
• Develop event visibility plans and implement activities before, during and after sector events.
• Contribute to presentations content and assemble documents and pertinent information for sector events and meetings.
• Provide administrative assistance during events and document proceedings through minutes and reports.
• Represent the sector in place of the Programme Specialist for sector events as assigned.
• Respond to enquiries and conduct follow-up on routine matters; provide information to supervisor(s) and colleagues, make appointments, receive visitors and take telephone calls.
• Initiate travel authorizations, make travel arrangements, track and prepare itinerary and agenda, prepare associated documentation, and facilitate the travels of visiting officials.
• Receive, analyse and distribute correspondences as required for follow up actions.
• Draft, review, proofread and edit outgoing correspondence according to standard practices and protocol, ensuring proper grammar, spelling and punctuation.
• Provide informal translation of documents.
• Execute any other tasks assigned by the Regional Advisor or the Director of the Office within the framework of Programme Assistant functions, including providing support to other sectors and the Directors Office as required.
• Provide guidance to sector interns and trainees.

Requirements

• At least a BA in Communication, Journalism and Media Studies, Information or ICT or Digital-related Studies or Social Sciences.
• Minimum 2 years experience.
• Experience working in an International and multi-cultural organisation will be an advantage.
• Good Communication skills.
• Teamwork skills.
• Planning and organizing skills.
• Results focus.
• Project delivery experience will be an advantage.
• Proficiency in Written and Spoken English.
• Proficiency in local language is an added advantage.

Skills

• Communications Skills
• Project Coordination
• Event Management
• Programmatic Support
• Planning and Organization
• Project Delivery
• Written Communication
• Spoken Communication

Languages

English