Operation Assistant
JOB DETAIL
OVERVIEW
Parent Sector : Culture Sector (CLT)
Duty Station: Kabul
Classification of duty station: [[filter12]]
Standard Duration of Assignement : [[filter13]]
Job Family: Culture
Type of contract : Non Staff
Level : Level 2
Duration of contract : From 1 to 6 months
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 11- NOV-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST
UNESCO is a specialized agency of the United Nations with a mandate in education, science, culture, communication, and access to information. It is one of the largest players for cultural programs in Afghanistan and provides support in the protection of cultural heritage and the promotion of social cohesion and nation building.
Within this overall framework, UNESCO is currently implementing several different cultural programs, aimed to protecting and promoting Afghanistan’s culture in all its dimensions, both tangible and intangible, and contributing to the social and economic development of the country.
UNESCO is looking for a committed Operation/Admin Assistant to provide support to the Culture Unit and assist Culture Unit in implementation of all the ongoing and upcoming projects funded by STFA, Italian fund, HEF and others. The work context calls for a good knowledge of administrative rules and specific experience in program, portfolio management and cultural projects. The incumbent will liaise and work with staff at various levels within the Culture Unit, and other relevant services across the Office and other stakeholders.
Long Description
- Develop, operationalize and maintain an operational and logistical framework to assist effectively in the implementation of the program activities of the Culture Unit.
- Oversee overall functions of the operation’s team of the Culture Unit and maintain the quality of support provided by the team.
- Assist the operations team in preparing different types of contracts including contracts for services, contracts with individual consultants, purchase orders and implementation partner’s agreements for the Culture Unit by assisting program staff to develop complete ToRs, draft contracts based on the ToRs, liaise between vendors and the program staff, monitor outputs and process payments redelivered in a timely manner.
- Provide support in procurement of the Culture Unit by assisting the program staff to adhere to the standard operating procedures of UNESCO and liaise with the Head of Administration Unit.
- Work with the Culture Unit to ensure the contracts match with correct budget codes, deadlines and vendor details and prepare list to keep track of contract management and alert program staff for timely submission of deliverables for processing payments
Long Description
6. Inform program staff of budget status, process for action, inform vendors and actively follow up to completion.
7. Prepare briefing materials as required for missions and/or discussions on project activities and status.
8. Oversee pending payments and take the necessary action to clear outstanding receivable and payable transactions.
9. Assist in the processing of payments to local vendors for goods and services. This includes amongst other things, calculation inputting and checking payments for correctness and communicating discrepancies to the supervisor.
10. Provide the operational and logistical coverage of the meetings, workshops, conferences and events held by the Culture Unit
11. Communicate with vendors on contract related and other related issues;
12. Assist the Head of the Culture Unit in any additional requests contributing to the overall operations of the Culture Unit.
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
Minimum of a Bachelor degree, Business Administration, Economic or a related field.
Work Experience
Minimum of 3 years of professional experience in operation, administration, procurement, finance or any other relevant position.
Skills
- Strong analytical and problem-solving skills.
- Excellent interpersonal skills.
- Excellent project operation skills.
- Capable of making sound decisions on all aspects of project implementation and operations.
- Demonstrated ability to work in a multicultural environment and establish harmonious and effective working relationships (both within and outside the Organization).
- Good knowledge of standard office software (word processing, spreadsheets, etc.).
Languages
Very good knowledge (written and oral) of English and national language/s of the country.
DESIRABLE QUALIFICATIONS
Work Experience
- A minimum of 3 years of relevant work experience in the field of administration, HR, finance, contract management, logistics, etc. UN agencies or other international organizations.
- Previous experience with a multilateral or international organization, preferably within the UN organizations.
BENEFITS AND ENTITLEMENTS
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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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UNESCO recalls that paramount consideration in the appointment of staff members 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. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals 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. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
