Administrative Assistant - CLT Project (for resident of Qatar only)

Contract

This is a Service Contract contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about Service Contract contracts.

**OVERVIEW** ------------ Parent Sector : Culture Sector (CLT) Duty Station: Doha Job Family: Administration Type of contract : Non Staff Level : Duration of contract : From 7 to 11 months Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 03/01/2021 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **CONTEXT AND BACKGROUND** -------------------------- The UNESCO regional Office for GCC and Yemen is engaged in a range of projects and activities in the field of education, culture, communication and sciences. In the field of culture, the Office is engaged in the promotion of international conventions in the cultural domain, museums, cultural policy development, conservation of sites and monuments, World Heritage and the promotion of cultural diversity and cultural industries. In September 2018, UNESCO and the European Union launched a new project called “Cash for Work: Promoting Livelihoods Opportunities for Urban Youth in Yemen” aimed at preserving the urban heritage in Yemen and increasing skills and employment opportunities for culture professionals and young artists. The Project’s Administrative Assistant will be responsible to support the administrative and financial monitoring of the Cash for Work project, in close coordination with the Management Unit and the Administrative Unit of the Office. **TASKS AND EXPECTED OUTPUTS** ------------------------------ Under the overall authority of the Director of the Office and the shared supervision of the Project Management Unit and the Administrative Officer, the incumbent is involved in the completion of standard administrative support activities and processes as per UNESCO’s Rules and Regulations. As a team member, the incumbent provides administrative and support services in processing transactions, control and maintenance of accounts, and preparation of routine reports, correspondence and administrative documentation. In particular, s/he will be expected to perform the following responsibilities: \- Perform a range of administrative tasks to facilitate the implementation of the Cash for Work Project in Yemen, including by searching for, collecting and elaborating comprehensive administrative and financial documents (estimates, financial offers, technical proposals, background papers, budget tables, etc.); \- Assist in editing a wide variety of contracts using existing templates, including by helping defining services to be delivered, preparing calls for proposals and requesting quotations in English, conducting thorough evaluation of proposals as per the set criteria and needs; \- Assist in the budgetary monitoring of the Project and produce a variety of financial reports and statistics, including by extracting data and information from the automated financial and programmatic systems (FABS; SISTER etc.) and prepare standard reports. \- Assist in ensuring that the implementation of the Project is fully in line with UNESCO’s rules and regulations (fairness, effectiveness, transparency and effective competition) so as to obtain best value for money, optimize costs and meet programme quality requirements; \- Explain UNESCO/EU agreed procedures to the local coordination team in Yemen and partners, follow-up on contractual initiatives as well as on outstanding matters, verify and provide information on budgetary transactions compliance, review requests for payments, contractual and remaining obligations; \- Assist colleagues for planning travel/missions; keep track and follow-up to ensure timely submission and liquidation of open commitments. \- Keep track of project assets, maintain inventory records and reporting. \- Draft correspondences, emails and type a variety of notes to documents and transmit administrative information’s; and maintain adequate filing. \- Assist in ensuring a timely reporting to the donor on the administrative and financial components of the project. \- Perform any additional administrative activities that may be required by the Director. **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](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- **Education** University degree (BA or equivalent) preferably in commerce or similar discipline with minimum of 3 years of relevant qualifying work experience. **Work experience** • Relevant professional experience in the field of finance and administration, of which at least 1 year acquired in the region and/or international level would be an advantage. • Work experience with UN and/or international development agency will be an asset. **Skills/Competencies** • Good analytical and organizational skills. • Good administrative and financial management skills. • Very good ability to mobilize and interact with different partners • Good written and oral communication skills. • Proven ability to work in a multicultural environment. • Good team spirit and interpersonal skills • Good IT and data base management skills. • Skills of using MS Office applications and ERP system (SAP will be an advantage) **Languages** • Excellent knowledge (written and spoken) of English and good knowledge of Arabic. **CONDITIONS OF EMPLOYMENT** ---------------------------- UNESCO Salaries in Doha paid in Qatari Riyals; the annual remuneration for the post is from QAR 192,175. UNESCO Service Contract benefits includes 30 days of annual leave as well as a contribution to pension scheme and health insurance upon proof of inscription. **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.](https://careers.unesco.org/careersection/2/joblist.ftl) 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** ---------- UNESCO applies a zero tolerance policy against all forms of harassment. UNESCO is committed to achieve and sustain 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. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States [(last update here)](https://en.unesco.org/careers/geographicaldistribution) 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.