Project Assistant (ED)-SC 4/1-BAG-21-ED-0011

OVERVIEW

Parent Sector : Education Sector (ED)

Duty Station: Baghdad

Job Family: Education

Type of contract : Non Staff

Level : Level 3

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 30-April-2021

 

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

 

OVERVIEW OF THE FUNCTIONS OF THE POST

 

Brief description of the project

 

The project “Improving access to quality and inclusive education with gender equality for out-of-school children (OOSC) in Iraq”, funded by Education Above All Foundation, aims at increasing access to quality primary education for OOSC, IDPs and returnees in six governorates (Baghdad, Erbil, Babil, Thi Qar, Nineveh and Salah Al Din) in Iraq benefiting 150,000 school age children. 

Core activities

 

The incumbent will be based in Baghdad and will be responsible for assisting in the implementation of the project mainly in the three governorates in central and south area (Baghdad, Babil and Thi Qar). S/he will support Senior Project Officer, Associate Project Officer in Baghdad as well as Field Assistants in different governorates. S/he will also assist in the planning and implementation of other UNESCO education projects in Iraq, if necessary.
 

Long Description

Main duties and responsibilities

The incumbent's role is to undertake the following tasks: 

• Produce, complete and put in final form documents, publications and correspondence related to the work of the Unit from draft texts;  search, locate, compile, review and update information and data used in the development of documents, work plans and budgets; enter and update approved work plans/budget data in the automated system(s), ensuring accuracy and compliance with the approved amounts; run reports from the automated systems in order to support preparation of regular and ad-hoc budgetary/financial updates, reporting on programme/ project delivery, statistics and/or projections for use and scrutiny by the supervisor(s) or responsible manager.
• Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures/transactions and ensure follow-up, including payment and contract follow-up in collaboration with the Administration Units; collaborate with concerned officers and supervisor to ensure all works going according to the  specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; alert supervisor of outstanding obligations, timeframes and bottlenecks. Also support Implementing Partners in preparing financial and required supporting documents. 
• Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support; 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; 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.
• Receive, analyse, sort, register and distribute correspondence, documents and process requests for data and reports; follow-up as required; draft correspondence letters and emails; provide informal translations of documents; maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data. 

Long Description

• Assist in the design and development of multimedia communication and marketing materials for the promotion of the project and its products (e.g. brochure, website, posters, advertisements), assist in monitoring of contractors and consultants, as contracted by UNESCO for implementation of Projects.
• Assist in other administrative tasks, including: i) logistics support; ii) preparation of relevant documentation for missions; iii) preparation of minutes of meetings; and iv) overall administrative support for the Associate Project Officer, other staff in the project, and Senior Project Officer in particular in assisting him/her in daily administrative and other tasks.
• Assist in financial clearance, ensuring the financial reports submitted by IPs or the receipts,etc received from venders are accurate, and process all the necessary steps in the system(s) to guarantee the payments are done on time. Follow up with contract holders, venders and all the relevant stakeholders in order to ensure the administrative and financial flow will run without delay. 
• Build good relationships with stakeholders and facilitate communication, coordination and project reviews with relevant departments at the Ministry of Education and other governmental departments such as Directorates of Education, and other UN agencies and non-government organizations, according to work requirements and per to supervisors’ instructions.
• Conduct other tasks requested by supervisors to ensure the success of the work for the project and the unit.

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

1.    Academic qualifications

Completed secondary school education / diploma in finance, accounting, business administration or any other related field ;

2.    Years of relevant work experience

Minimum of four years of work experience in the field of finance or accounting (auditing experience is an asset) in addition to the experience in administrative support ;

3.    Language requirement

    Fluency in Arabic and English languages in both oral and written.

4. Competencies and skills

 

• Good knowledge of project planning and management tools;
• Good IT skills;
• Strong facilitation skills and communication skills;
• Integrity and drive for results;
• Ability to adapt to dynamic environments and to work effectively in a multicultural/multinational environment;
• Good judgment and decision-making skills;
• Ability to work independently and in a team;
• Ability to meet deadlines and be punctual at work;
• Commitment to UN values of non-discrimination on the basis of race, gender, economic status, or religion.

 

Core competencies:   Accountability, Communication, Teamwork, Innovation, Results focus, Planning and organizing, Knowledge sharing and continuous improvement.

 

DESIRABLE QUALIFICATIONS

1.    Academic qualifications

University degree in finance or accounting or any related field.

2.    Years of relevant work experience

 

• Experience with international organizations in the same field would be an advantage. 
• Experience in project support and management would be an asset.

SELECTION AND RECRUITMENT PROCESS

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.

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