Title: Project Assistant
Domain: Education Unit: “Improving access to quality and inclusive education with gender equality for out-of-school children in Iraq”
Position Number: BAG-19-ED-0005
Organizational Unit: UNESCO Office for Iraq
Duty Station: Erbil, Iraq
Type of contract: Service Contract (UN Ref. G-4)
Duration of contract: Contingent on the availability of funding; 3 months initial contract (as probationary period), extendable subject to satisfactory performance and funds availability
Annual salary: Approximately USD 22,939
Deadline (midnight, Baghdad time)**:** 01 July 2019
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Overview of the functions of the position
Under the overall authority of the Director of the UNESCO Office for Iraq/UNESCO Representative to Iraq, the overall supervision of Senior Project Officer in Education based in Baghdad, and under the direct supervision of Associate Project Officer based in Erbil and in collaboration with other staff for the project of Educate A Child Initiative - Improving access to quality and inclusive education with gender equality for out-of-school children in Iraq-, the incumbent will be responsible for providing assistance through the delivery of a range of office, financial and administrative activities in support of the project and the Unit.
The incumbent will be responsible for assisting in the implementation of the project mainly in the three governorates in the north area (Erbil, Nineveh and Salah Al Din) by supporting Field Assistants and the Associate Project Officer. S/he will also assist in the planning and implementation of other UNESCO education projects in Iraq, if necessary.
The incumbent's role is to undertake the following tasks:
Produce, complete and put in final form documents, publications and correspondence related to the work of the Unit from draft texts; search, locate, compile, review and update information and data used in the development of documents, work plans and budgets; enter and update approved work plans/budget data in the automated system(s), ensuring accuracy and compliance with the approved amounts; run reports from the automated systems in order to support preparation of regular and ad-hoc budgetary/financial updates, reporting on programme/ project delivery, statistics and/or projections for use and scrutiny by the supervisor(s) or responsible manager.
Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures/transactions and ensure follow-up, including payment and contract follow-up in collaboration with the Administration Units; collaborate with concerned officers and supervisor to ensure all works going according to the specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; alert supervisor of outstanding obligations, timeframes and bottlenecks. Also support Implementing Partners in preparing financial and required supporting documents.
Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support; organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/clarifying information and preparing the necessary documentation; collate/format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/information/documentation and prepare associated documentation.
Receive, analyse, sort, register and distribute correspondence, documents and process requests for data and reports; follow-up as required; draft correspondence letters and emails; provide informal translations of documents; maintain information systems and databases in both physical and electronic media by recording, updating and retrieving information, documentation and data.
Assist in the design and development of multimedia communication and marketing materials for the promotion of the project and its products (e.g. brochure, website, posters, advertisements), assist in monitoring of contractors and consultants, as contracted by UNESCO for implementation of Projects.
Assist in other administrative tasks, including: i) logistics support; ii) preparation of relevant documentation for missions; iii) preparation of minutes of meetings; and iv) overall administrative support for the Associate Project Officer, Senior Project Officer and other staff in the project;
Build good relationships with stakeholders and facilitate communication, coordination and project reviews with relevant departments at the Ministry of Education and other governmental departments (Directorate of Education) in Kurdish Region of Iraq, in particular, and other UN agencies and non-government organizations, according to work requirements and per to supervisors’ instructions.
Conduct other tasks requested by supervisors to ensure the success of the work for the project and the unit.
A successful candidate will be required to demonstrate the following competencies:
Planning and organizing
Knowledge sharing and continuous improvement
For detailed information please consult the UNESCO Competency Framework
- Completed secondary school education / diploma in finance, accounting, business administration or any other related field.
- Minimum of four years of work experience in the field of finance or accounting (auditing experience is an asset) in addition to the experience in administrative support.
Skills and competencies
- Good knowledge of project planning and management tools;
- Good IT skills;
- Strong facilitation skills and communication skills;
- Integrity and drive for results;
- Ability to adapt to dynamic environments and to work effectively in a multicultural/multinational environment;
- Good judgment and decision-making skills;
- Ability to work independently and in a team;
- Ability to meet deadlines and be punctual at work;
- Commitment to UN values of non-discrimination on the basis of race, gender, economic status, or religion.
- Fluency in Kurdish (native), Arabic and English languages in both oral and written are required.
- University degree in finance, accounting, business administration or any related field would be an asset.
- Experience with international organizations in the same field would be an advantage.
- Experience in project support and management would be an asset.
An assessment exercise may be used in the evaluation of candidates