Senior Project Assistant

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

**Only candidates who are entitled to work in Fiji may apply to this position.** **(Duration of contract: 1 year, with possibility of extension subject to availability of funds and performance)** **OVERVIEW** ------------ Post Number : 4FJED0002PA Grade : G-6 Parent Sector : Education Sector (ED) Duty Station: Suva Job Family: Education Type of contract : Project Appointment Duration of contract : 1 year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 31-MAR-2022 (Extended) UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- The UNESCO Office for the Pacific States promotes development opportunities, actions and mobilize resources for sustainable development, democracy and peace in the Pacific. The Office's work in the Pacific is guided by the United Nations (UN) Cooperation Framework, UNESCO Pacific Strategy and other international and regional frameworks. Based in Suva, Fiji, the Senior Project Assistant, GS-6 Project Appointement (PA) works as part of the Education Sector team in the UNESCO Office for the Pacific States, providing full-time programme assistance support to the GPE funded and the Asian Development Bank (ADB) administered grant to UNESCO for the implementation of the Pacific Regional Education Framework (PacREF). The Senior Project Assistant reports to the Senior Project Officer (P-4) who manages the Programme under the PacREF. The senior manager (or the manager's manager) is the Programme Specialist for Education who acts as the team leader for the education sector in the Pacific. The position will work closely with the Senior Finance Assistant (GS-6) of the education team well as with other members of the education sector in the UNESCO Office for the Pacific States, and education staff from other offices as advised by the supervisor. The PA will work closely with the Admin and Finance team of the UNESCO Office for the Pacific States to ensure administrative propriety, internal coordination, information-sharing and reporting, and joint actions as required. Under the guidance and supervision of Senior Project Officer, the Senior Project Assistant provides programme administration, including, operational and secretarial support for the implementation, monitoring and reporting on the programme by UNESCO. The Senior Project Assistant works in close collaboration with the IAs, partners and the government counterparts to support the Programme Manager deliver UNESCO's work in accordance with the regulations, rules and procedures of the Organizations and additional procedures set by the Office. Long Description ---------------- - **Programme planning and execution:** - Research, analyze, verify, synthesize and compils qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate preparation of reports, working papers, and presentations. - Draft documents, work plans, budgets, proposals on implementation arrangements as required. - Carry out transactions in DUO ensuring programme results, activities and programme contracts are as per approved work plan, procurement plan and budgets. - **Contract Administration:** - Facilitate the development of contracts and agreements by collecting, collating, analyzing information and drafting selected sections of it documents. - Ensure the timely and accurate recording and administrative processing of government, non-government and other public and private sector contracts, supporting documents and requests for fund transfers and payments. - Support the Programme Manager in reviewing and keeping track of all contracts. - **Programme Monitoring:** - Conduct programme monitoring remotely in coordination with the programme staff and administrative and finance staff of the project and informing team-members on the status. - Help conduct regular spot checks of partner’s projects to assess their financial recordkeeping, expenditure controls and reporting systems. - Monitor and track the efficient distribution of supplies that are required for effective programme delivery. - Support the programme section in researching, compiling and analyzing qualitative and quantitative data and information from a variety of sources on subject matters relevant to the work of the section to facilitate programme delivery as well as preparation of reports, working papers and presentations. - Prepare monitoring and reporting information for supervisor and team on agreed performance indicators to drive more efficient management and accountability for results. - Monitor budgets and financial expenditures against the approved budgets by employing applicable tools, ensuring compliance with UNESCO Rules and Regulations, keeping supervisor, programme staff and the administrative and finance team member informed and advised on actions for decision and/or follow up. Long Description ---------------- - **Resource mobilization and donor relations management:** - Research, analyze, verifY, and synthesize data and information in support of preparing reports pertaining to donors (both current and potential). - Support programme results communication within the Organization, to the donor and the UN and and public information. - **Knowledge Management and capacity building:** - Research, analyze, verify and synthesize information on best practices and lessons learnt to support knowledge development and capacity building - Support capacity development activities related to performance monitoring, programme development, and related internal UNESCO systems/tools by preparing training materials and participating on exercises pertaining to program processes and procedures which aim to build capacity of stakeholders. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (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 secondary, technical and/or vocational education. **Work Experience** - At least eight (8) years of relevant work experience in the administrative area. **Skills & Competencies** - Professional integrity, tact and diplomacy. - 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. - Utmost discretion and ability to maintain confidentiality of data. - Good sense of judgement. - Very good IT skills (Outlook, Word, Excel, PowerPoint, etc.). **Language** - Excellent knowledge (oral and written) of English. **DESIRABLE QUALIFICATIONS** ---------------------------- **Education** - A first level degree in Business Administration, Finance or equivalent. **Work experience** - Relevant work experience within UNESCO and/or in an international organisation and/or the UN System. - Work xperience in administrative support roles on donor funded development and/or in assisting programme management. **Skills & Competencies** - Knowledge of UNESCO’s rules, regulations and procedures as well as financial/administrative practices, and other similar systems (DUO, SISTER, CRM). - Understanding of UNESCO’s structure, Governing Bodies, Institutes, Commissions, etc. **BENEFITS AND ENTITLEMENTS** ----------------------------- UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc. For more information in benefits and entitlements, please consult [ICSC website.](https://icsc.un.org/) **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 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".