Our Rights, Our Lives, Our Future Plus (O3PLUS) Programme Assistant
Parent Sector : Field Office
Duty Station: Harare
Job Family: Education
Type of contract : Non Staff
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 30-SEPT-2021
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the UNESCO Regional Director for Southern Africa and the direct supervision of the Regional Advisor, Education for Health and Wellbeing (EHW) for East and Southern Africa, the O3PLUS Programme Assistant will be responsible for providing programme and administrative support to the O3PLUS project in Zambia and Zimbabwe. The role will entail ensuring effective planning, implementation and monitoring of UNESCO’s work on the “Our Rights, Our Lives, Our Future Plus” (O3PLUS) project for Zambia and Zimbabwe, and supporting the EHW Zimbabwe Team on ongoing projects and programmes funded under the Unified Budget, Results and Accountability Framework (UBRAF), the Spotlight Initiative and the O3 programme. Support will be provided in the following key administrative and programmatic areas;Long Description
• Monitor project budget and financial expenditures and their conformity to the work-plans for effective implementation of the O3 Plus project in Zimbabwe and Zambia and for Zimbabwe EHW programs and projects;
• Support the planning, organization and implementation of meetings, events and workshops related to the programme.
• Manage financial and other resources made available to support workshops or meetings to ensure proper and effective utilization in pursuit of expected results.
• Attend team meetings and any external meetings as may be required and initiate visibility items during programme events.
• Assist in organizing, supporting and coordinating the preparation, conducting and reporting of conferences, training courses and workshops
• Support UNESCO’s ongoing efforts to facilitate delivery of high quality comprehensive sexuality education in the education sector
• Support country-level advocacy activities to advance use of the evidence, institutionalization and scale up of comprehensive sexuality education
• Financial reconciliation of activity funds
Procurement of services:
• Assist in initiating procurement action, in the preparation of purchase orders and contracts, monitor status of requisitions and maintain contact with suppliers;
• Travel: assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances;
• Draft contracts and collate supporting documentation for review by the EHW Country team and approval by the Regional Advisor in preparation of activities to be implemented.
• Ensure that all conditions specified in established contracts are fully met by partners or contractors and, in consultation with relevant staff
• Monitor and follow up on contracts to ensure deliverables are submitted timeously by implementing partners and or service providers as per established contracts, with alerts to relevant officers for follow-up
• Initiate payment upon satisfactory performance and/or delivery of goods or services
• Procure tickets for staff and delegates attending scheduled regional programme events
• Ensure timely mission retirement of travel statements by the EHW Country team
• Support program specialists in the review of contract deliverables, ensuring that all conditions specified in established contracts are fully met by partners or contractors;
• Initiate payments upon satisfactory performance and/or delivery of goods or services and provides information on payment status and remaining obligations to supervisor
• Facilitate registration of new consultants and service providers as vendors in the global UNESCO database.
• Develop and maintain a database of service providers, and ensure proper utilization of this database to source quotations for the provision of goods and services in compliance with UNESCO's Rules and Regulations on procurement
• Provide guidance and interpretation on non-complex administrative rules, regulations and procedures.
• Record keeping and management - maintain and update the filing system to ensure an efficient storage and retrieval of documentation relating to the programme and operations, and ensure that these are available for audit purposes at all times;
• Develop and maintain database of service providers, and ensure proper utilization of this database to source quotations for the provision of goods and services in compliance with UNESCO’s Rules and Regulations on procurement.
Execute any other tasks as may be assigned, within the framework of the functions of the position.COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) REQUIRED QUALIFICATIONS
A first level degree in Business Administration/Management or equivalent. In lieu of the aforementioned, a first level degree in Social Sciences accompanied by a certification in Administration, Project Management or equivalent is acceptable.
At least four years of relevant work experience in secretarial, administrative and/or programme support service.
Relevant work experience in an international organisation and/or the UN System.
Ability to handle high volume of work and function in a fast-paced environment.
Experience in handling web based IT business applications (Microsoft Sharepoint, contract management, travel management etc).
Excellent communication skills, including ability to draft correspondence and proof-read documents in English.
Good organisational, coordination and filling skills.
Capacity to interact with internal and external partners at all levels with discretion and diplomacy.
Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint etc.) and IT collaborative platforms (Microsoft Teams, Zoom, etc.)
Knowledge of procurement procedures.
Ability t work in an international and multicultural environment with tact and sensitivity to diversity.
Ability to work as part of a team, to take initiatives and to provide quality and timely support and services.
Knowledge of UN rules and procedures as well as administrative practices is an added advantage.
Fluency (oral and written) in English
Fluency local language will be a plus.
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.Footer
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