Programme Assistant, Harare, Zimbabwe
Programme Assistant, Harare, Zimbabwe OVERVIEW Parent Sector : Field Office Duty Station: Harare Job Family: Social and Human Sciences Type of contract : Non Staff Level : SB2 Duration of contract : 1 Year Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 06-SEP-2020 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ELIGIBILITY Only Zimbabwe Nationals and persons issued with a Zimbabwe Residenc Permit are eligible to apply. OVERVIEW OF THE FUNCTIONS OF THE POST U nder the o v era ll a ut h ori ty of the Dire ct or of U NES CO Reg i o nal Office f or S o u t hern A frica, a nd the dire ct su per vis i on of the S HS P r o gr am S pecial ist, t he i nc u m b e nt will un d erta ke t he f oll o wi ng tasks a nd r es p o nsi biliti e s: Long Description Administrative management: Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans; Coordinate and prepare documents necessary for the launch of procurement processes and issue contracts; Supervise other support staff and coordinate short-term consultants; Provide advice to the team on financial and administrative issues; Assist the Programme Specialist in the design of project specific material pertaining to management and financial issues in support of project implementation Provide support on all administrative matters concerning the sector including travel plans, travel authorization, monitoring of travel budgets, hiring of consultants liaising with appropriate units Provide support to administrative and logistical arrangements for all meetings, workshops and courses in connection with the Sector Establish and maintain an organized filing system for all financial and administrative related programatic issues. Long Description Financial management: Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions; Ensure effective and efficient budget formulation, monitoring of project budget, compilation of financial data and provision of accurate and up-date financial information for reporting quarterly and annual expenditure Maintain accounting records of project financial transactions and performance for all resources by providing necessary financial information and analysis Ensure that all resources are adequately accounted for on regular basis, including settling of acquittals. Ensure financial Reports are supported by original receipts, invoices or payment statements and submitted in a timely in order to financially close the activity. Ensure effective financial recording and reporting, internal controls, audit follow up and preparedness and to process financial transactions in an accurate and timely way Ensure all funds allocated for activities (workshops, Finance Activity Contracts, meetings etc...) are justified by a dully certified Financial regulation Maintain adequate administrative records and prepare monthly bank reconciliation statements Contribute to the smooth running of the office by ensuring the provision and maintenance of office equipment, inventory of physical assets Undertake other financial and administrative tasks as required. Long Description Procurement: In accordance with the Work Plan coordinate and contribute to the procurement of equipment, supplies and services; Review procurement requests and initiate procurement procedures of office and project equipment, supplies and services in a transparent and cost effective manner Clear and ensure delivery of equipment and supplies procured for project; Draft contracts and collate supporting documentation for review by the program team in preparation of activities to be implemented Monitor and follow up on contracts to ensure deliverables are submitted timeously by implementing partners and or service providers as per established contracts, with alerts to relevant officers for follow-up Initiate payment upon satisfactory performance and/or delivery of goods or services Coordinate equipment maintenance and insurance as required; Ensure that contractual processes follow the stipulated UNESCO procedures; Short Description Programming work: Provide technical assistance to the Programme Specialists in SHS Sector in the search, location, compilation, review update of information data used in the development of documents, work plans and budgets Participate in briefing meetings with consultants on expected consultancy deliverables Support the planning, organization and implementation of workshops, seminars and meetings Prepare reports on workshops, seminars and meetings 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 . REQUIRED QUALIFICATIONS Education: C o m plet ed s e c o ndary, t ech nical an d /or v oc ati o nal ed ucati o n. Work Experience: At l east t hr ee y ears of r el ev a nt w ork ex p eri e nce is req uired Language Fluency in English DESIRABLE QUALIFICATIONS Education: BSc a nd or Bac he l ors in S o ci ol o gy or other s ocial scie nc es re lat ed stu dies. Skill/Competencies: Confident, assertive communicator who can work with diverse groups of people Able to prioritize work and manage deadlines Planning and time management- meets deadlines 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. 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) 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.