Project Administrative Assistant (SB3/Min)

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education.

Salary

The salary for this job should be more than 821 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

**OVERVIEW** ------------ Parent Sector : Education Sector (ED) Duty Station: Tajikistan, Dushanbe Job Family: Education Type of contract : Non Staff Level : Level 3 Duration of contract : 1 year, with possible extension, subject to availability of the funds and satisfactory performance Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 24-JAN-2022 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***(Only candidates who are entitled to work in Tajikistan may apply to this position)*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- In recognition of the scarcity of the skilled teaching workforce as well as the need to improve the quality of learning resources on STEM subjects, UNESCO will implement the project “Strengthening Competency-Based and ICT-Enabled STEM (Science, Technology, Engineering and Mathematics) and VET (Vocational Education and Training) Education and Teacher-Training in Tajikistan” with financial support from the European Union under the Action Document "Quality Education Support Programme II". In order to support Tajikistan in making progress in the achievement of SDG 4 and implementing its recently adopted National Strategy for Education Development for the period until 2030, the project aims to design textbooks, teaching and learning materials for selected STEM subjects based on competency-based curricula at the secondary education and VET level, train teachers as well as equip the teacher training institutes/centres in the areas of ICT and STEM. Within this project, the Ministry of Education and Science, as well as the Ministry of Labour, Migration and Employment of the Republic of Tajikistan, will be supported to strengthen the quality of education and competency-based education in STEM fields with the use of ICTs. Under the overall authority of the Director of UNESCO Almaty Cluster Office for Kazakhstan, Kyrgyzstan, Tajikistan, and Uzbekistan, and the direct supervision of the Project Coordinator; and in close collaboration with the Administrative Officer and Assistant at UNESCO Almaty, the incumbent shall support the implementation of the project “Strengthening Competency-Based and ICT-Enabled STEM and VET Education and Teacher-Training in Tajikistan”, focusing mainly on, but not limited to, the project’s financial and administrative matters in line with UNESCO’s Administrative and Human Resources Manual and organization’s procedures. In addition, the incumbent shall maintain confidential and general files and establish reference systems (hardcopy and electronic) of the project’s financial and administrative documents. More specifically, the incumbent shall carry out the following tasks: Long Description ---------------- 1\. Administration a) Contribute to the quality and timely achievement of the project outputs in line with UNESCO’s qualitative standards, administrative rules and the results matrix of the project. b) Perform the full range of office maintenance and administrative support functions (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services). c) Identify and monitor office technology needs and maintenance of equipment, software and systems, vehicle rent and use; office equipment, photocopiers, fax and scanners and ensure troubleshooting in case of the breakdown of the equipment and request for repairs from vendors in case of equipment malfunctions. d) Ensure the stock of office material and stationaries for the project use. e) Ensure timely payments of utility bills, communication costs, postage and shipment costs and other related costs. Inspect orders on receipt against the purchase order to ensure that it is received in full and advise accordingly. f) Support the organization and set-up of meetings, events and workshops organized in the framework of the Project. g) Assist with the Project logistical arrangements (including contract and travel arrangements)\*. h) Assist with the preparation of all administrative and financial information pertaining to the Project. Long Description ---------------- 2\. Financial Management a) Assist with the documentation and reporting: research, locate, compile, review and update information and data used in the development of documents, work plans and budgets; process data in/from automated systems in order to support the preparation of regular and budgetary/financial updates, report on delivery, statistics and/or projections for use and scrutiny by the supervisor. b) Draft financial-administrative documentation; initiate administrative procedures and ensure follow-up; review requests for payments against contractual obligations, and provide information on payment status and remaining obligations to the supervisor. c) Ensure bookkeeping, payments, and reimbursements of the project. d) Monitor and check purchase orders, contracts, missions for approval; prepare necessary documentation for the submission to the Contracts Committee for review and subsequent approval by the authorized official. e) Monitor budgetary commitments and disbursements, including review of agreements and cost plans, ensuring compliance with UNESCO’s regulations and rules and established policies and procedures. f) Maintain relevant internal databases and financial files; keep track of any contractual agreements, direct provisioning contracts, etc. and inform affected users of contractual rights and obligations. g) Monitor budget implementation related to the procurement of goods and services and prepare budget performance reports by analyzing the variances between approved budgets and actual expenditures, and recommendations to the reallocation of funds as necessary. h) In consultation with the Project Coordinator and the Administrative Officer of the UNESCO Almaty Office, prepare and dispatch periodically financial and other administrative documentation, in hard and in electronic version, to the UNESCO Almaty Office; i) Provide information needed to support audits and external evaluations and respond to audit findings. Long Description ---------------- 3\. Procurement a) Develop a detailed procurement plan, produce bidding documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved. b) Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market. c) Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc. d) In consultation with the Project Coordinator, contact suppliers, participate in negotiations on the terms and conditions of orders under the guidance of Administrative Manual, UNESCO’s rules and procedures; obtain credit and other information on proposed suppliers. e) Provide technical and procedural advice to the project team on all aspects related to procurement. Analyze complex and/or critical procurement proposals of financial or operational impact; determine appropriate strategy/approach to best serve UNESCO’s interests, and ensure timely procurement of goods and services with quality and cost considerations. f) Resolve issues/problems related to delivered goods and provided services, including discrepancies between purchase orders and items/quantities shipped or received. 4\. Carry out any other task that may be required for the successful implementation of the project, as requested by the Director of the UNESCO Almaty Cluster Office and/or by the Project Coordinator. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- ***EDUCATION*** • Completed higher education degree in management, finances, administration or another related field. ***WORK EXPERIENCE*** • Minimum 3 years of relevant work experience in programme support, financial, and/or administrative service acquired at the national or international level, preferably in UN System and/or international organization. • Experience in working with Government and development partners and international/national Non-Governmental Organizations. ***SKILLS/COMPETENCIES*** • Professional competencies on accounting and banking, procurement planning, policies, processes and procedures and of purchasing. • Good organizational, coordination skills and flexibility. • Ability to take ownership of given tasks and demonstrate proactivity. • Ability to interpret rules and manage priorities in order to meet tight deadlines. • Experience working as part of a team in a multicultural environment. • Excellent interpersonal and communication skills, including ability to draft correspondence and correct documents. • Excellent organizational, coordination and filing skills. • Good ICT skills with proficiency in the use of Microsoft Office (Outlook, Word, Excel, PowerPoint etc.). • Ability to multi-task, prioritize to adjust work schedules and deliver timely results; ***LANGUAGES*** • Excellent knowledge of English and Tajik languages. **DESIRABLE QUALIFICATIONS** ---------------------------- ***EDUCATION*** • Specialized training/certification in accounting, administrative or related fields. ***WORK EXPERIENCE*** • Previous experience with financial institutions in Tajikistan, with the UN agencies and development banks; ***SKILLS/COMPETENCIES*** • Familiarity with the financial management and administrative procedures of the Republic of Tajikistan as well as the UN System and/or development banks; • Good knowledge of results-based and budget management tools; • Ability to ensure effective and efficient financial management and the exercise of economy. • Ability to engage and form effective working relationships with counterparts and clients; • Proven ability to work within limited time constraints in the preparation of high quality products; • Office management skills and knowledge of accountancy principles to maintain financial records. • Advanced IT skills. ***LANGUAGES*** • Good knowledge of Russian language is an asset. **BENEFITS AND ENTITLEMENTS** ----------------------------- - Salary: USD 1151.15 monthly gross (\*base USD 1001, plus 5% for medical insurance USD 50.05 and 10% for pension plan USD 100.10; \*base of UNDP Tajikistan SC salary scale, \*subject to change in case of changes in local UNDP SC salary scale) - UNESCO's salaries are paid in the currency established by the local UN System (currently in US Dollars). - Other benefits include: 2.5 days annual leave for each completed month of service, 5% for medical insurance and 10% for pension plan are included into the monthly salary. - Please note that UNESCO is a non-smoking Organization. **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. UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS. WOMEN CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY. **Footer** ---------- *“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 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”.*