Project Administrative Assistant

OVERVIEW

Parent Sector : Education Sector (ED)

Duty Station: Tashkent

Job Family: Education

Type of contract : Non Staff

Level : Level 4

Duration of contract : 1 year

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 06-NOV-2020

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

OVERVIEW OF THE FUNCTIONS OF THE POST

With the assistance of UNESCO and the European Union, the Government of Uzbekistan will be implementing the project “Skills Development for the Employability in Rural Areas of Uzbekistan”, recognizing the agriculture skills development as a driver of social and economic development. The overall objective of this project is to enhance living standards in rural areas through better employability for women and men, and the specific objective is to prepare women and men with relevant skills for the needs of a sustainable, diversified and modernized agriculture. The activities of the project will contribute to the following results: (i) to modernize and strengthen governance of skills development in the agriculture and irrigation sectors in line with the labour market demands; (ii) to modernize qualifications and methodologies of skills development to serve the needs of the labour market, learners and workers in the agriculture and irrigation; and (iii) to modernize agriculture and irrigation colleges in rural areas with competent management and teaching staff using modern technologies and teaching and learning methods.

 

In particular, project will target development of relevant skills of women and men for sustainable, diversified and modernised agriculture in Uzbekistan. In addition, it will also contribute to improving the quality, relevance, efficiency and effectiveness of the skills development system in the agriculture and irrigation sectors, initiated by the Government of Uzbekistan, with a particular focus on the rural regions selected by the Ministry of Agriculture and the Ministry of Water Resources (Karakalpakstan, Khorazm, Bukhara, Surkhondaryo). It will help the Government to develop, to test and to pilot new initiatives and approaches in the agriculture and irrigation sectors with a view to scaling up transversal methods, high technology agriculture and food processing, and innovative approaches throughout the country.

Detailed tasks decription

Under the overall authority of the Head of the UNESCO Tashkent Office and the direct supervision of the Senior Project Officer, Project Administrative Assistant shall contribute technically to the implementation of the project. This includes the following functions, but not limited to:

 

• to ensure quality and timely achievements of the project outputs in line with UNESCO qualitative standards, administrative rules and results matrix of the project;
• to perform full range of office maintenance and administrative support functions; (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; organizing meetings and seminars, conferences and translations with recruiting service providers);
• to identify and to monitor office technology needs and maintenance of equipment, software and systems and the office vehicle; to ensure operation and maintenance of office vehicle, equipment, photocopiers, fax and scanner and to ensure troubleshooting related to breakdowns of the machines and to request for repairs from vendors in case of equipment malfunctions; to ensure the stock of office material and stationery for project use;
• to ensure official travel arrangements of local and international missions, including tickets, issuance of visas, accommodations and security clearances along with other regular administrative procedures related to the missions of the project;
• to ensure timely payments of utility bills, communication costs, postage and shipment costs and other related costs; to inspect orders on receipt against the purchase order to ensure that it is received in full and on time and to advise accordingly;
• to ensure payments, and reimbursements of the project; to review purchase orders, contracts, missions for approval; to prepare submission to the Contracts Committee for review and subsequent approval by the authorized official. To administer budgetary commitments and disbursements, including review of agreements and cost plans, ensuring compliance with the relevant administrative regulations and rules and established policies and procedures;

Long Description

• to maintain relevant internal databases and financial files; keep track of any contractual agreements, direct provisioning contracts, etc. and inform affected users of contractual rights and obligations;
• to assist in review, process and follow-up on actions related to the administration of the project’s human resource activities, e.g., recruitment of personnel and consultants, performance appraisal, training etc., ensuring consistency in the application of UNESCO rules and procedures;
• to provide information needed to support audits and external evaluations and respond to audit findings;
• Provide necessary interpretation from English to Uzbek/Russian for Project management;
• Perform any other relevant duties as assigned.

Long Description 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:

• At least a bachelor degree in Finance, Business Administration, Economics, Accounting or other related field.

 

Work Experience:

• At least 2 years of relevant professional experience in the field of finance, budget, accounting, administrative services, human resource management, procurement or related area.
• Experience in providing support for the management and implementation of programmes and/or projects.

 

Languages:

• Excellent knowledge of written and spoken English, Uzbek and Russian languages.

 

Skills/Competencies:

• Familiarity with the administrative procedures of large Organizations;
• Proven excellent oral, written, analytical and communication skills;
• Ability to work in multi-cultural environment;
• Professional competencies in planning, policies, processes and procedures of procurement and travel.
• Good knowledge of results-based and budget management tools, Ability to ensure effective and efficient administrative and human resource management.
• Ability to work under pressure, manage heavy workloads and meet tight deadlines, paying close attention to details and quality of work.
• Ability to conduct independent research and analysis, identify issues, formulate options and make conclusions and recommendations.
• Excellent knowledge of the Excel and other MS Office tools.

 

DESIRABLE QUALIFICATIONS

 

Work Experience:

• Experience in analyzing audit reports and applying financial control and reporting procedures is desirable.
• Experience in budget management, application of results-based budgeting, budget performance reports and financial analysis is desirable.
• Experience in applying the UN Administrative Manual and other relevant policies to the office management, or similar policies for other international organization is desirable.
   

 

Skills/Competencies:

• Ability to engage and form effective working relationships with counterparts and colleagues;
• Proven ability to work within limited time constraints in the preparation of high quality products;
• Proven ability to work in a complex, rural and remote areas;
• Familiarity with the UN administrative procedures;
• Knowledge of financial rules and regulations. Familiarity with the financial management and administrative procedures of the UN System and/or development banks;

BENEFITS AND ENTITLEMENTS

UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

For more information in benefits and entitlements, please consult ICSC website and UNESCO's career website.

ASSESSMENT

Evaluation of qualified applicants may include an assessment exercise and a competency-based interview.

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