Project Assistant

OVERVIEW

Parent Sector : Field Office

Duty Station: Dar-es-Salaam

Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: Education

Type of contract : Non Staff

Level : Level 5

Duration of contract : 1 year

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 02-APR-2024

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

Background

Under the overall authority of the UNESCO Head of Office and Country Representative and the direct supervision of the Head of the Education Sector, the incumbent is responsible for supporting coordination and implementation of the China Funds-in-Trust Project Phase III: Higher Technical Education in Africa for a Technical and Innovative Workforce (CFIT III) project. The incumbent is expected to contribute, through administrative and technical support to the implementing partners.

Long Description

Duties and Responsibilities

1. Programme Administrative Project Implementation and Administrative Support

• Facilitate day-to-day project implementation and ensure conformity to expected results and project work-plans.

• Follow up and support preparation of work plans and progress reports.

• Review reports from implementing partners to ensure deliverables are of high quality are submitted timely.

• Attend, observe and participate in strategic programmatic meetings with internal and external partners.

• Initiate payment requests upon satisfactory completion and/or delivery of expected results.

• Provide support on all administrative matters concerning the project including travel plans, travel authorization, monitoring of implementing partners budgets, with support from the Education Sector.

• Support programme staff with preparation of documents that may be needed for meetings, training and conferences ensuring external participants have requisite information and documents.

• 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.

  Long Description

  2. Monitoring and Evaluation of Project Implementation and the Reporting on Project Activities:

  • Monitor implementation of project activities, report on progress and suggest updates of the project workplans.
  • Regularly monitor the financial status of the project implementing partners and ensure that budget execution rates are in line with agreed plans.
  • Organize meetings to steer the project, preparing minutes of meetings and action plans with clear responsibility and timeframe.

    3. Financial Management

    • Monitor budget expenditures and maintain a proper record of approved project budgets.
    • Reconcile and acquittal of funds made available to support project activities to ensure proper and effective utilization in pursuit of expected results.
    • Ensure effective and efficient project activities budget formulation, requesting for 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.
    • Undertake other administrative tasks as required.

      Long Description

      4. Communication and Visibility

      • Provide content on major project achievements and steps in project implementation for UNESCO's public information services to increase the visibility of UNESCO.
      • Foster exchanges of information and experiences and identify new strategies of action to improve delivery of project results and to ensure project objectives are achieved.
      • Organize communication events (seminars and workshops) and liaising with media where required.
      • Act as liaison between the HQ coordination team of the CFIT III project and the national team.

        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: Bachelor’s degree in education, Social Sciences or related field,