Service Contract Programme Assistant

JOB DETAILS

Type of contract : Service Contract

Level : SB2

Hiring Unit : Education Sector (ED)

Duty Station : Santiago

Work location : On site

Duration of contract : 8 months

Hiring open to : External candidates

Application deadline (Midnight UTC−3 Time) : 06/04/2026

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

ORGANIZATIONAL CONTEXT

Under the overall delegated authority of the Director of the Office, and the direct supervision of the Chief of Education, as a team member, the Programme Assistant provides support in the organization and delivery of programme activities/ projects carrying out a range of office support and administrative functions.

FUNCTIONS OF THE POST

• Collate information and draft regular and ad hoc budgetary/ financial updates, reports, statistics and/ or projections.

• Initiate requisitions of contract for services, purchase orders, individual consultants and other contractual modalities. Prepare payment requests and create/modify vendors as necessary vendor creation.

• Ensure the travel arrangements of staff and non-staff official missions, creating Travel Plans, Travel Request, and Travel Claims. Completion of staff mission documentation and related transactions; handle confidential and other sensitive information with discretion.
• Organize official meetings, events and workshops, on-site, online, and hybrid modalities, by booking venues, equipment and providing other related logistical support, such as catering, straming . Organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/ clarifying information and preparing the necessary documentation such as visa applications. Provide administrative support for the events; collate/ format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/ information/ documentation and prepare associated documentation. Create and maintain checklists, contact lists, databases, and documentation, including participant lists and reports. Organize pre-event planning meetings and coordinate procurement, promotional materials, and accreditations in collaboration with the communications team.

Long Description

• Compile and maintain electronic files related to programme implementation. Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures and ensure follow-up, including payment follow-up. Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; follow-up and alert team members of outstanding payments, timeframes and bottlenecks. Perform general administrative tasks such as leave and attendance recording; maintain files (both paper and electronic) and databases for work unit and assist in providing software and office equipment support.

• Maintain written communication in English and Spanish with counterparts, service providers, and other stakeholders related to the programme. Receive, analyze, sort, register and distribute correspondence and documents; update and maintain large distribution lists and process requests for data and reports; determine the importance and priority of documents received and follow-up, draft correspondence and emails; review, proofread and edit outgoing correspondence according to standard practices and protocol ensuring proper grammar, spelling and punctuation; recommend changes/ corrections; and handle arrangement for translations of documents. Maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. Assist in the preparation of presentation materials using appropriate software/applicatins in SAP; DUO, etc.

• Undertake additional activities as required to ensure effective teamwork and successful programme delivery.

• Provide support on tasks delegated by the Chief of Education and the Director of the Office, as required.

DURATION OF THE CONTRACT

Duration of the contract: 8 months, to be extended subject to performance results and availability of funds

Start date: May 2026

End date: December 2026

Only candidates with Chilean nationality and/or permission to work in Chile will be considered.

Modality: Full time and in person.

COMPETENCIES - Core (C) & Managerial (M)

• Communication (C)
• Accountability (C)
• Innovation (C)
• Knowlegde 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

Secondary, technical and/or vocational education.

WORK EXPERIENCE

Minimum 3 (Three) years of relevant work experience in administrative and/or secretarial tasks.

Long Description

SKILLS AND COMPETENCIES

Excellent coordination and communication skills. Excellent drafting skills in English and Spanish (preparation of letters and communications (reports, working documents, budgets etc.). Ability to take initiative and to provide quality and timely support and services. Good interpersonal skills. Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.) and experience with ERP systems preferably SAP or similar. Capacity to work under pressure and flexibility to adjust work schedules and priorities.

LANGUAGES

Excellent knowledge (spoken and written) of Spanish and very good knowledge of English.

DESIRABLE QUALIFICATIONS

EDUCATION

General secretarial training/certificate

WORK EXPERIENCE

Relevant experience in providing programme or administrative support at international level or within the United Nations system or in an international organization/institution.

Long Description

SKILLS AND COMPETENCIES

• Strong organizational and planning skills.
• Ability to manage multiple assignments simultaneously and prioritize effectively.
• Ability to handle confidential and sensitive information.
• Attention to detail and accuracy.
• Ability to work under pressure and meet deadlines.
• Strong communication and interpersonal skills.
• Teamwork and coordination abilities.
• Commitment to the principles of the United Nations, including integrity, respect for diversity, and gender equality.
• Experience in organizing meetings, seminars, conferences, forums, discussions and other events, whether in person or online.
• Good oral and written communication skills in Spanish and English.
• Proven ability to work in a multicultural environment and establish good working relationships with internal and external partners.
• Strong proficiency in Microsoft Office applications, especially Excel, Access or other CRM platforms.
• Capacity to manage databases and digital filing systems efficiently.
• Ability to work with planning systems and online collaboration tools, including AI-based applications.

LANGUAGES

Knowledge of French. Knowledge of Portuguese

BENEFITS AND ENTITLEMENTS

Leave

Annual leave Annual leave shall be granted at the rate of 2½ days for each completed month of service, which is credited to the individual from the first day of his/her contract. The annual leave entitlement must be taken in full during the contract period, however up to 15 days can be carried forward if the contract is renewed. Compensation shall not be paid for unused leave at the end of the contract; and contracts must not be renewed solely for the purpose of allowing the SC contract holder to take unused annual leave from a previous contract. If UNESCO terminates the contract of an SC holder before its expiry date, and he/she has any unused accrued annual leave, the contract holder shall take such leave before he/she is separated. If exigencies of service do not allow any such leave to be taken before separation, compensation for any untaken annual leave shall exceptionally be paid. In the event of the SC holder’s resignation, any untaken annual leave shall be taken before the separation; under no circumstances shall compensation be paid for untaken accrued annual leave. If termination is the result of the contract-holder’s improper conduct or violation of any term of the contract, the SC may receive financial compensation for any untaken accrued annual leave.

Sick Leave SC holders are entitled to 2 (two) working days of paid sick leave per completed month of service, equivalent to 24 days (including certified and uncertified sick leave) per complete year of service. The total amount of sick leave shall be credited on the first day of their contract. During the first 2 (two) years of contract, up to 24 days of unused sick leave may be carried forward if the contract is extended. To qualify for paid sick leave, absences of more than three consecutive working days taken by SC contract holders must be supported by a medical certificate. Medical certification is also required after three uncertified sick leave days in any 6 month period.

Maternity leave SC contract holders are entitled to 16 weeks maternity leave, subject to provision of a medical certificate from a qualified practitioner which indicates the expected date of confinement. Once the period of maternity leave has started, no SC contract holder shall be separated during the period of maternity leave: the contract must be extended to cover the full period of maternity leave.

Social Security SC contract holders are not eligible for participation in UNESCO’s Medical Benefits Fund or UN Joint Staff Pension Fund, nor are they covered by UNESCO’s Staff Compensation Plan. The social security arrangements for the SC contract-holder must be clearly set out in the SC contract, whether they are registered in a local scheme or receiving an additional payment for registering in a private medical and/or pension scheme. The arrangements must be drawn to the attention of the individual before the contract is signed. The contract holder must provide the proof of affiliation to local or private social security scheme.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted.

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course.

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

ADDITIONAL INFORMATION

• UNESCO recalls that paramount consideration in the appointment of personnel shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
• UNESCO applies a zero-tolerance policy against all forms of harassment.
• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
• All applications will be treated with the highest level of confidentiality.
• The statutory retirement age at UNESCO is 65 years.
• UNESCO does not charge a fee at any stage of the hiring process.