Overview
Provides programme and administrative support to ensure effective planning, implementation, and monitoring of UNESCO’s work in the Education for Health and Wellbeing (EHW) unit, specifically supporting the “Our Rights, Our Lives, Our Future (O3)” and “EU Prevention of GBV in Schools (EU SRGBV)” projects.
Tasks Summary
- Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans.
- Provide substantive project support for the implementation and assessment of the O3 programme.
- Review consultants’ work ensuring deliverables of high quality are submitted timely.
- Attend, observe and participate in strategic programmatic meetings with internal and external partners.
- Coordinate and prepare documents necessary for the launch of procurement processes and draft contact terms of reference.
- Initiate payment requests upon satisfactory completion and/or delivery of goods or services.
- Provide support on all administrative matters concerning the project 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 projects.
- Reconcile and acquittal of funds made available to support project workshops, seminars or meetings to ensure proper and effective utilization in pursuit of expected results.
- Establish and maintain a soft copy (e-filing) and hard copy filing systems to record all paperwork associated with the projects’ financial and administrative actions, for a complete and accurate audit trail.
- Support the formulation/development, coordination and execution of project activities to ensure timely delivery.
- Provide support to administrative and logistical arrangements for all meetings, workshops and courses in connection with the projects.
- Provide support to the projects in South Africa including programme planning and strategic activities.
- Liaise with local vendors to ensure timely vendor registration, contracting and payments for vendors contracted on South African activities.
- Provide logistical and administrative support to the O3 and EU SRGBV projects in South Africa, this includes assisting with organizing meetings, and travels.
- Assist programme staff in the identification, recruitment of consultants and management of consultants’ contracts.
- Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions.
- Ensure effective and efficient project activities budget formulation, requesting fund reservation for supporting programme implementation.
- Ensure project activities acquittal reports are supported by original receipts, invoices or payment statements and timely submitted to the Finance and Administration Office and follow-up close of the activity/contract.
- Ensure that all project related funds request and payments are accompanied by original supporting documents as per Financial Regulation and submitted to finance and administration office timely.
- Maintain complete and accurate administrative records and contribute to the smooth running of the office by ensuring the provision and maintenance of office equipment, inventory of physical assets.
- Undertake other administrative tasks as required.
- In accordance with the Project Work Plan coordinate and contribute to the procurement of equipment, supplies and services, following principles set forth in UNESCOs Administrative Manual to ensure competitive selection that achieves value for money.
- Review procurement requests and initiate procurement procedures of project equipment, supplies and services in a transparent and cost-effective manner.
- Liaise with project staff to ensure items are planned, procured, transported, stored, managed, and accounted for correctly for O3 and EU SRGBV projects.
Experience Requirements
At least eight (8) years of relevant work experience in project /programme implementation, reporting and/or administration, or related field.
Qualification Requirements
Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.
