Senior Project Administrative Assistant

Contract

This is a SC-4 contract. This kind of contract is known as Service Board / Service Contract. It is normally only for nationals. More about SC-4 contracts.

**OVERVIEW** ------------ Parent Sector : Education Sector (ED) Duty Station: Beirut Job Family: Education Type of contract : Non Staff Level : Level 4 Duration of contract : From 1 to 6 months Recruitment open to : External candidates Application Deadline (Midnight Paris Time) : 31-Dec-2020 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- UNESCO is leading the coordination of rehabilitation of academic institutions, including schools, TVET institutes, and universities following the massive explosion in Beirut, which occurred on the 4th of August 2020. UNESCO’s role is to coordinate the schools’ rehabilitation efforts, including partnerships, finance, implementation, monitoring, and reporting. To ensure a sound implementation of the rehabilitation works, the UNESCO Beirut Office (UBO) seeks to recruit a Project Assistant who shall undertake the following tasks and responsibilities under the direct supervision of the Programme Specialist: Long Description ---------------- - Provide administrative support to the rehabilitation projects portfolio. Prepare and maintain necessary documentation in support of solicitation evaluations and audits. Inform management and team members of processes, procedures, and timeframes to secure administrative services needed for project execution. - Under close supervision by the Contracting and Procurement Officer, the Project Assistant will contribute to preparation of call for bids. Assist in conducting market research and assessment tasks, including identifying potential consultants and suppliers. Organize and maintain computerized records containing vendor and bid information. Initiate contractual documents in UNESCO’s Contracts Management System (DUO/ Contracts). Prepare purchase requisitions and process payment claims in accordance with UNESCO Admin Policy and supervisor’s instructions. Follow up and alert team members of outstanding payments, timeframes, and bottlenecks. - Support the Contracting and Procurement Officer in reviewing the deliverables submitted to UNESCO by UNESCO Engineer Consultants. Contribute to preparing and publishing bidding announcements. Receive, open, screen, log and date bids. Support the bid selection committee through assisting in preparing and drafting the bid selection and evaluation forms and preparing the procurement provisions that will be included in the contracts. Take part into the provisional and final acceptance works including the preparation of the respective committees and the acceptance of the works and equipment. Long Description ---------------- - Respond to inquiries regarding requisitions, purchase orders, contracts and pricing information. - Gather, maintain, and update rehabilitation project related information, data, documents, work plans, budgets, and any other relevant types of records in order to support management decision making, project planning and/or donor reporting. Verify gathered data for relevance, accuracy, and completeness. - Assist in the coordination process with the UNESCO rehabilitation partners, including the Ministry of Education and Higher Education (MEHE), the Lebanese University, and the private schools. Take minutes of meetings held with MEHE counterparts. - In collaboration with the rehabilitation team members, coordinate administrative support needs for meetings/ events/ consultations/ other. Provide the necessary logistical support. - Assist the Project Team in preparing and verifying routine correspondence for completeness, accuracy, and compliance to UNESCO format/ standards. Compile, maintain, and update mailing and contact lists. Respond to inquiries and follow up on routine outstanding matters. Liaise with other UNESCO units to obtain additional information/ clarifications where necessary. Long Description ---------------- **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, SKILLS AND EXPERIENCE** -------------------------------------------------- **Education** Bachelor Degree major in Business Administration or any social science related; Any qualifications related to procurement certifications similar to CIPS 2 or above is desirable. **Experience** - Minimum 5 years of overall working experience in administration service, procurement, preferably for construction or rehabilitation projects; - Fluency in written and spoken Arabic, English and French; - Excellent computer skills; - Experience of working with organization in the UN system during the last 3 years; - Previous working experience with UNESCO is desirable. **DESIRABLE QUALIFICATIONS** ---------------------------- **BENEFITS AND ENTITLEMENTS** ----------------------------- **Rename the “BENEFITS AND ENTITLEMENTS****”** **title to “APPLICATION PROCESS****”****, and use additional sections if required to add other relevant information.** **Otherwise you can delete this section.** **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.