Team assistant Job at UNESCO (Dili)

Team assistant

UNESCO

Location:
Timor-Leste , Dili

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

Under the overall authority of the Director of the UNESCO Jakarta Office and the direct supervision of the Senior Programme Specialist/Programme Specialist (Education), the incumbent provides administrative, logistical and operational support to the Education Sector team in Dili. The position supports the implementation of education programmes and projects by assisting with coordination, documentation, budgetary and logistical processes, as well as the organization of meetings, workshops, events and missions. The incumbent works in close collaboration with programme and operations colleagues at country and cluster levels, within the frameworks of UNESCO’s Medium-Term Strategy (C/4) and the approved Programme and Budget (C/5).

Job Responsibility:

Support project/programme activities tracking
prepare project budgetary data/ information from current or past initiatives
Respond to enquiries
monitor assigned programme(s)/project budgets, alert supervisor(s) of errors/omissions/discrepancies observed and undertake corrective action
Support collation of information to support development of budget proposals, reports, and/or other financial projections
Support organization of outreach activities, partnership initiatives and special events
Track, retrieve, research files, reports, other records and past practices
gather and collate background information
verify information for relevance and accuracy
analyse and summarize information
identify elements of interest
prepare draft dockets and charts
assemble documents, prepare reports, presentations, etc. according to standards and formats
Support organization of meetings/ events/ workshops/seminars, travel arrangements, document processing/publication production, procurement, and coordinate office support services for the same
Inform management and team members of process, procedures and time frames to secure administrative services necessary for programme/project activities execution
Initiate a variety of contractual documents using sample templates and support procurement activities and launch of purchase requisitions in DUO
verify requests for payments against contractual obligations in the financial system
support contractual monitoring and provide information on payment status, remaining obligations, etc. to the responsible officer
Provide guidance to contractors on project/programme reporting requirements
Initiate travel authorization and support travel arrangements for team staff
Provide guidance to staff on general office administrative processes and procedures, automated systems, computer applications, etc
Maintain/ update programme and project documentation and records, research, and track background information and documentation
maintain up to date electronic and/or hard-copy records/data sources on budgetary data, contracts and other administrative matters
update project staff and equipment listings
Prepare minutes and monitor follow-up activities, etc
Provide general office assistance, draft correspondence, emails and support development of a variety of reports and tables to document/ transmit administrative or budgetary information
verify outgoing correspondence for completeness, accuracy and compliance with UNESCO format standards
maintain unit mailing lists and other contact lists
Handle routine administrative tasks
Assist in maintaining internal and external relations for project team
participate in meetings and other activities with relevant partners and stakeholders
prepare and undertake missions when assigned

Requirements:

Completed secondary, technical or vocational school education
Minimum 05 (five) years relevant practical technical and administrative support in project management preferably in humanitarian development
Knowledge of general office and administrative support including administrative policies, processes and procedures
Proven experience in providing administrative support for event organization (off-line and online), procurement, travel arrangement, budgetary expenses tracking/verification, etc.
General clerical and administration support
Planning and Organization: Identifies priority activities and assignments
adjusts priorities as required
allocates appropriate time to complete work
foresees risks and allows for contingencies when planning
monitors and adjusts plans and actions as necessary
Is conscientious and efficient in meeting commitments, observing deadlines and achieving results
Communication: ability to draft documents and express views and ideas in writing and speaking in a clear and concise manner
Good interpersonal skills
Active listening correctly interpreting messages from others and responds appropriately
demonstrates openness in sharing information and keeping people informed
Ability to work effectively as part of a team
ability to work independently with minimum supervision
Strong analytical skills with ability to analyze complex issues and convey concise clear accounts of information
Ability to anticipate needs and suggest ideas to solve problems and to improve the team’s operation
Ability to work under pressure while maintaining accuracy in order to meet deadlines
Multitasking: Proven ability to manage multiple administrative tasks comprehensively for a team or a project
Good knowledge (spoken and written) of English language

Nice to have:

Bachelor’s Degree in Administration, Education, Social Human Sciences or Communication
Experience in an international or UN organization is highly desirable, as is familiarity with ERP or similar tools

Additional Information:

Job Posted:
February 14, 2026

Expiration:
February 28, 2026

Work Type:

On-site work

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Job Link Share:

Team assistant

UNESCO

Location:
Timor-Leste , Dili

Category:
Office Administration

Contract Type:
Not provided

Salary:

Job Description:

Job Responsibility:

Requirements:

Nice to have:

Additional Information:

Job Posted:
February 14, 2026

Expiration:
February 28, 2026

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