Project Assistant
JOB DETAIL
OVERVIEW
Post Number : 6GWED0002PA
Grade : G-5
Parent Sector : Education Sector (ED)
Duty Station: Guinea-Bissau
Job Family: Administration
Type of contract : Project Appointment
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 23-OCT-2023
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to live and work in Guinea-Bissau may apply to this position.
The Government of Guinea-Bissau, with the assistance of UNESCO and the European Union, will implement the “Développement, à l’Insertion et au Renforcement des Compétences Techniques en Guinée Bissau (DIRECT)” project to acknowledge the advancement of skills as a catalyst for societal and economic progress. The primary goal of this five-year project is to provide the technical and vocational education and training (TVET) sector in Guinea Bissau with the resources to adapt to the changing demands of the job market and young people’s aspirations to improve their skills and employability. In particular, the project will aim to develop relevant skills of young people and disadvantaged groups in rural regions, such as Bafatá and Gabu.
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Assistant Director-General for Education (ADG/ED), the functional authority of the Director, the Chief and the Head of the Skills Cluster of Education Section of the UNESCO Multi-sectoral Regional Office for West Africa (UNESCO Dakar), and the direct supervision of the Project Manager in Guinea-Bissau, the Project Assistant will provide support to the project team (Guinea-Bissau and UNESCO Dakar) managing programmatic and administrative tasks in order to ensure the smooth functioning of the project team.
Specific responsibilities include:
GENERAL RESPONSIBILITIES
- Assist the Project Manager in Guinea-Bissau in establishment, management of contracts and relationships with multiple implementing partners/consultants/contractors in compliance with the rules and regulations of UNESCO.
- Liaise with administration unit in UNESCO Regional Office for West Africa on administrative and financial matters in for effective and smooth implementation of project activities, including procurement and logistics.
- Prepare all financial and administrative documents related to the program implementation in accordance with the UNESCO rules and procedures and ensure their timely submission.
- Drafts and prepares routine correspondence, memoranda, and non-substantive reports.
- Maintains confidential and general files and establishes reference systems.
Long Description
PROJECT IMPLEMENTATION ACCOUNTABILITIES
- Support all phases of project implementation: identification of needs, proposing actions, technical and financial monitoring.
- Support the identification, evaluation, systematization and dissemination of experiences, initiatives and best practices in the field of ED.
- Participate and prepare documents for meetings involving discussions on the project development; participate and prepare documents for use in discussions, meetings, workshops, seminars, briefing sessions, missions and other events related to the projects.
- Reviews draft reports, verifies overall accuracy and consistency, and cross-checks the consistency of figures.
Long Description
BUDGETARY ACCOUNTABILITIES
- Monitors and controls commitments and expenditures and prepare detailed cost estimates and other data for use in budget analysis and proposals.
- Keeps track of budget levels and alert the supervisor and concerned managers to avoid potential shortfalls in funds (validating information and identifies any errors or irregularities).
- Generates expenditure reports from automated information system databases; compiles budget data.
- Assists in the preparation, cost estimation and finalization of budget reports, carries out preliminary analysis of variances between budgets and actual expenditures, crosses check consistency of figures.
- Identifies any other anomalies and errors; alerts the supervisor and undertake transactions to correct errors/omissions.
Long Description
LOGISTICS, PROCUREMENT AND TRAVEL
- Ensures proper maintenance of office assets such as equipment and furniture to maximize their lifespan and minimize repair costs.
- Coordinates all aspects of shipment, including arranging logistics, providing advice on shipping procedures, and liaising with customs officials to ensure compliance with relevant regulations.
- Assists in initiating procurement activities, preparing purchase orders and contracts, and monitoring requisition status to ensure timely delivery of goods and services.
- Maintains regular communication with suppliers to ensure smooth procurement processes.
- Provides guidance and assistance in travel planning, reviewing travel claims, preparing travel orders, and issuing travel advances to project staff.
- Assist in the organization of field visits and staff missions in accordance with the standard procedures.
- Assists with all security-related matters, including liaising and cooperating with the UNDSS on matters related to safety and security.
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
EDUCATION
- Completed secondary and/or technical education.
WORL EXPERIENCE
- Minimum of five (5) years of relevant work experience in administrative and financial support or related field.
SKILLS AND COMPETENCIES
- Demonstrated ability to conceptualize, analyze, compile and synthesize information in coherent and succinct formats.
- Demonstrated proficiency in Microsoft Office tools, including Microsoft Excel.
- Ability to establish excellent working relationships within a multicultural team.
LANGUAGES
- Excellent knowledge (oral and written) of English and Portuguese.
DESIRABLE QUALIFICATIONS
EDUCATION
- Degree in business administration, finance, communications.
- Training or certification in accounting, finance or administration.
WORK EXPERIENCE
- Experience in international organizations or UN agencies.
- Demonstrated experience in administrative/financial support to EU-funded projects requirements and/or other international projects/organizations.
SKILLS AND COMPETENCIES
- Familiarity or knowledge of UNESCO administrative tools.
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.
The approximate annual starting salary for this post is 13 110 000 CFA francs (brut).
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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.
