Project Finance and Administrative Assistant (SB-3 Peg1)

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. More about G-3 contracts.

**OVERVIEW** ------------ Parent Sector : Natural Sciences Sector (SC) Duty Station: Almaty Job Family: Natural Sciences Type of contract : Non Staff Level : Level 3 Duration of contract : 1 year (with the 3 months’ probation period and the possibility of extension) Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 16-APR-2021 EXTENDED UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***(Only candidates who are entitled to work in Kazakhstan may apply to this position)*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- Under the overall authority of the Director of UNESCO Almaty Office, the overall supervision of the Programme Specialist, Natural Sciences unit and direct supervision of the Project Officer, the incumbent shall provide financial and administrative assistance to the implementation of the UNESCO-Adaptation Fund Project (hereafter “Project”) on “Reducing vulnerabilities of populations in the Central Asia region from glacier lake outburst floods in a changing climate”. In particular, the incumbent shall perform the following key functions: Long Description ---------------- A. Provide support to the effective Project management, budgeting and administration. The tasks include the following: 1. Making all the necessary logistical arrangements for seminars, workshops, meetings and other events, including communication with partners/participants, travel arrangements, visa support, local transportation, conducting competitive bidding for contractors providing lodging/venue/translation services/etc., organizing any other necessary activities for the successful and smooth conduct of events. 2. Providing administrative and financial support in Project procurement activities, in liaison with the Office’s Administrative Unit: preparing procurement work plan, making cost estimates, drafting contracts’ assignments/terms of reference, identifying proper contract modalities, organizing and following up on tenders/biddings, searching and selecting vendors, coordinating with contracted organizations. 3. Process contracts in UNESCO’s computerized system DUO, prepare/submit/follow up with payment requests, coordinate contract timelines and follow-up with contractors, as necessary, or with Project staff to ensure effective and timely implementation of Project activities, all other procurement-related actions. 4. Monitoring budget status of implemented activities on Project funding, such as budgets for events, contracts, travels, and staff. 5. Preparation and analysis of budget proposals, evaluations, audit, and operational and financial closure of the contracts, in coordination with the Project team. 6. Preparation of reports on budget revisions, expenditures and obligations, verification of the availability of funds and documentation in the budget system and in reporting process to the donor. 7. Preparation of memos and correspondence related to administrative and budgetary matters, obtaining necessary clearances, processing and follow-up on administrative actions related to programme implementation, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance. 8. Maintenance of appropriate records of programme and financial expenditure both at the UNESCO Almaty Office and country levels and reporting on them. Also, collection of and reporting on the financial and progress reports of the implementing partners. 9. Contribution to other necessary financial and administrative activities related to the Project implementation. Long Description ---------------- B. Facilitate travel arrangements: 1. Prepare travel requests and files for official travels of the concerned staff as well as Project stakeholders, organize them, and ensure follow-up in close cooperation with the Administration Unit. C. Undertake any other related tasks or assignment requested for the successful implementation of the Project. The contract holder undertakes to carry out the tasks with care and diligence and due attention to detail Long Description ---------------- **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Planning and organizing (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*** - Completed higher education degree in economy, finance, administration, management, international relations, social or natural sciences, or another related field. ***Work Experience*** - Minimum 3 years of relevant work experience in programme/project support, financial, and/or administrative service acquired at the national or international level. - Experience in handling web-based management systems. ***Skills and Competencies*** - Ability to work as part of a multi-cultural team, to take initiative and to provide quality and timely support and services. - Good interpersonal and communication skills, including ability to draft correspondence and correct documents. - 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. - Discretion and capacity to deal efficiently and tactfully with people of different cultural and social backgrounds. - Ability to work under stress and cope with multiple tasks. - Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint etc.). ***Languages*** - Excellent knowledge of English and Russian (oral and written). **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Specialized training/certification in secretarial, administrative or related fields. ***Work Experience*** - Working experience within UNESCO or UN agencies. - Working experience with environment-related national and international projects. - Working experience with international organizations. ***Languages*** - Knowledge of Kazakh. **BENEFITS AND ENTITLEMENTS** ----------------------------- - Salary: \*512,512 KZT monthly (including 10% for pension and 5% for medical insurance). (\*subject to change in case of changes in UNESCO Almaty SC salary scale) - UNESCO's salaries are paid in local currency (Kazakh tenge). - 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. **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.