PROJECT ASSISTANT
- Company
UNESCO
- Location
New Delhi
- Employment Type
Full-Time
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Functional Category
Finance & Operations
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Experience
8 - 9 years
- Date Posted
03-Nov-2025
- Application Deadline
15-Nov-2025
About UNESCO
UNESCO - the United Nations Educational, Scientific and Cultural Organization (UNESCO) was founded on 16 November 1945. For this specialized United Nations agency, it is not enough to build classrooms in devastated countries or to publish scientific breakthroughs. Education, Social and Natural Science, Culture and Communication are the means to a far more ambitious goal : to build peace in the minds of women and men.
- Website
Overview of the Role
This role provides comprehensive administrative and financial support to ensure smooth program operations, including travel coordination, documentation, event organization, vendor management, and contract processing. Manages correspondence, maintains filing systems, ensures compliance with organizational policies, and facilitates communication with internal teams and external partners. Supports budgeting, payments, and reporting while upholding accuracy, confidentiality, and efficiency in all administrative processes.
Job Description
• Provide administrative and financial support to the programme and administrative division, ensuring the smooth and efficient functioning of the operation of its project and activities. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation follows applicable standards.
• Support the staff in the preparation 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 coordination following UNESCO policies, procedures, and rules.
• Prepare, draft, and finalize routine correspondence, and other non-routine correspondence requiring research and understanding of administrative, operational and programme matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards.
• Assist in planning and organizing the official events, such as meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials, drafting minutes, etc.
• Set up and monitor a coherent filing system, ensuring accuracy and confidentiality.
• Facilitate 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.
• Provide administrative support in preparing terms of reference, contracts for services, consultant contracts, or any other contracting modality as per the rules.
• Create and amend vendors in the system. Monitor/ Process payments to vendors and consultants. Ensure close follow-up on deadlines and commitments. Regularly monitor the contracts for timely action on amendments, closure, etc.
• Serve as a focal point for administrative coordination of programme implementation activities assigned to the incumbent, establish and manage relationships with internal counterparts to support effective collaboration, and inter-program links.
• Alert supervisor on issues of compliance with administrative/ financial rules and regulations.
• 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.
• Answer and screen call with tact and discretion.
• Performs other related duties as required, including providing support to other areas of work as assigned.
Required & Preferred Qualifications
Education
Secondary Education, preferably with specialized certification in administration, and/or accounting/finance.
Experience
At least 8 years of programme administrative and finance experience preferably in an international development body. Experience in the use of computer applications and software packages as well as web-based management systems.