JOB DESCRIPTION
OVERVIEW
Parent Sector : Education Sector (ED)
Duty Station: Johannesburg
Job Family: Education
Type of contract : Non Staff
Level : Level 1
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 09-AUG-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in South of Africa may apply to this position.
(Duration of contract: one (1) year, with possibility of extension subject to availability of funds and satisfactory performance).
OVERVIEW OF THE FUNCTIONS OF THE POST
This position is under the overall authority of the Director of the Regional Office for Southern Africa and the direct supervision of the Regional Advisor for Education for Health and Well-Being. The incumbent will be responsible for providing programme and administrative support and contribute to the effective, planning, implementation and monitoring of UNESCO’s work in the Education for Health and Well-being (EHW) Unit. Specifically, s/he will be responsible for providing support to the “Our Rights, Our Lives, Our Future (O3)” and the “Our Rights, Our Lives, Our Future (O3 Plus)” programmes in East and Southern Africa (ESA) countries.
The incumbent will work in close collaboration with the Johannesburg Project Office as well as the team in the UNESCO Regional Office in Harare (Zimbabwe), for effective achievement of results, anticipating and contributing to resolving complex programme/project-related issues and information delivery. The incumbent is expected to exercise full compliance with UNESCO programming, financial, procurement and administrative regulations, rules, policies and strategies as well as implementation of the effective internal control systems, working with the team in UNESCO Harare Office.
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Long Description
Programme Administrative Project Implementation and Administrative Support (Regional)
- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans.
- Provide substantive project support for the implementation and assessment of the O3 and O3 Plus projects.
- Support the preparation of annual work plans and the develop of progress reports.
- Produce concept notes for different project activities, ensuring project objectives are met.
- Support the development of terms of reference for the different project assignments/consultancies.
- Review consultants’ work ensuring deliverables of high quality are submitted timely.
Long Description
- Attend, observe and participate in strategic programmatic meetings with internal and external partners.
- Coordinate and prepare documents necessary for the launch of procurement processes and draft contact terms of reference.
- Initiate payment requests upon satisfactory completion and/or delivery of goods or services.
- Provide support on all administrative matters concerning the project including travel plans, travel authorization, monitoring of travel budgets, hiring of consultants liaising with appropriate units.
- Provide support to administrative and logistical arrangements for all meetings, workshops and courses in connection with the projects.
- Support programme staff with preparation of documents that may be needed for meetings, training and conferences ensuring external participants have requisite information and documents.
- Reconcile and acquittal of funds made available to support project workshops, seminars or meetings to ensure proper and effective utilization in pursuit of expected results.
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Long Description
- Provide support in facilitation of written and oral assessments during recruitment processes for the O3 and O3 Plus programmes. Responsible for meeting scheduling for programme staff, identification of locations and venues and keeping a record of all meeting proceedings.
- Assist with drafting out-going correspondence for the programme team.
- Establish and maintain a soft copy (e-filing) and hard copy filing systems to record all paper work associated with the projects’ financial and administrative actions, for a complete and accurate audit trail.
Project and administrative support (South Africa)
- Support the formulation/development, coordination and execution of project activities to ensure timely delivery.
- Provide support to the projects in South Africa including programme planning and strategic activities.
- Provide technical assistance interventions in support of project implementation in South Africa.
- Support the tracking of project-specific performance indicators, ensuring alignment with project work plan for South Africa.
- Liaise with local vendors to ensure timely vendor registration with UNESCO and UNDP, contracting and payments for vendors contracted on South African activities.
- Provide logistical and administrative support to the O3 and O3 Plus projects in South Africa, this includes assisting with organizing meetings, and travels.
- Provide guidance to the Department of Basic Education’s Administrative Officers (DBE) on UNESCO’s joint recruitments and procurement processes.
- Assist programme staff in the identification, recruitment of consultants and management of consultants’ contracts.
Financial management:
- Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions.
- Ensure effective and efficient project activities budget formulation, requesting for fund reservation for supporting programme implementation.
- Ensure project activities acquittal reports are supported by original receipts, invoices or payment statements and timely submitted to the Finance and Administration Office and follow-up close of the activity/contract.
- Ensure that all project related funds request and payments are accompanied by original supporting documents as per Financial Regulation and submitted to finance and administration office timely.
- Maintain complete and accurate administrative records and contribute to the smooth running of the office by ensuring the provision and maintenance of office equipment, inventory of physical assets
- Undertake other administrative tasks as required.
Procurement:
- In accordance with the Project Work Plan coordinate and contribute to the procurement of equipment, supplies and services, following principles set forth in UNESCOs Administrative Manual to ensure competitive selection that achieves value for money.
- Review procurement requests and initiate procurement procedures of project equipment, supplies and services in a transparent and cost-effective manner.
- Liaise with project staff to ensure items are planned, procured, transported, stored, managed, and accounted for correctly for O3 and O3 plus project.
COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical and/or vocational education.
Work Experience
- At least eight (8) years of relevant work experience in project /programme implementation, reporting and/or administration, or related field.
Skills & Competencies
- Professional integrity, tact, diplomacy and good sense of judgement.
- Excellent planning, organizational and coordination skills.
- Excellent interpersonal and communication skills, including drafting skills.
- Very good analytical and problem-solving skills, ability to deal with complex situations and to provide quality and timely support and services.
- Ability to work efficiently under pressure and deliver under tight deadlines.
- Strong service/client orientation.
- Excellent IT skills with proficiency in the use of MS Office.
Language
- Excellent knowledge (oral and written) of English.
DESIRABLE QUALIFICATIONS
Education
- Training/course in one or more of the following disciplines: project management and administration.
- A first degree or Masters’ degree in Development studies or any program administration related fields.
Work experience
- Experience in the United Nations system or similar international organisations.
- Experience in administrative/human resource support roles, finance and/or in assisting programme implementation/donor funded development.
Skills & Competencies
- Knowledge of budgeting and financial management.
- Understanding of UNESCO’s structure, Governing Bodies, Institutes, Commissions, etc.
LANGUAGES
- Knowledge of other UNESCO official languages (Arabic, Chinese, French, Russian or Spanish).
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.