Project Administrative Assistant

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Job Description

Under the overall authority of the Director of UNESCO Regional Office in Almaty, and the direct supervision of the Project Coordinator; and in close collaboration with the Administrative Officer and Assistant at UNESCO Almaty, the incumbent shall support the implementation of the project “Strengthening Competency-Based and ICT-Enabled STEM and VET Education and Teacher-Training in Tajikistan”, focusing mainly on, but not limited to, the project’s financial and administrative matters in line with UNESCO’s Administrative and Human Resources Manual and organization’s procedures. In addition, the incumbent shall maintain confidential and general files and establish reference systems (hardcopy and electronic) of the project’s financial and administrative documents.

Administration:

a) Contribute to the quality and timely achievement of the project outputs in line with UNESCO’s qualitative standards, administrative rules and the results matrix of the project.
b) Perform the full range of office maintenance and administrative support functions (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services).
c) Identify and monitor office technology needs and maintenance of equipment, software and systems, vehicle rent and use; office equipment, photocopiers, fax and scanners and ensure troubleshooting in case of the breakdown of the equipment and request for repairs from vendors in case of equipment malfunctions.
d) Ensure the stock of office material and stationaries for the project use.
e) Ensure timely payments of utility bills, communication costs, postage and shipment costs and other related costs. Inspect orders on receipt against the purchase order to ensure that it is received in full and advise accordingly.
f) Support the organization and set-up of meetings, events and workshops organized in the framework of the Project.
g) Assist with the Project logistical arrangements (including contract and travel arrangements).
h) Assist with the preparation of all administrative and financial information pertaining to the Project.

Financial Management:

a) Assist with the documentation and reporting: research, locate, compile, review and update information and data used in the development of documents, work plans and budgets; process data in/from automated systems in order to support the preparation of regular and budgetary/financial updates, report on delivery, statistics and/or projections for use and scrutiny by the supervisor.
b) Draft financial-administrative documentation; initiate administrative procedures and ensure follow-up; review requests for payments against contractual obligations, and provide information on payment status and remaining obligations to the supervisor.
c) Ensure bookkeeping, payments, and reimbursements of the project.
d) Monitor and check purchase orders, contracts, missions for approval; prepare necessary documentation for the submission to the Contracts Committee for review and subsequent approval by the authorized official.
e) Monitor budgetary commitments and disbursements, including review of agreements and cost plans, ensuring compliance with UNESCO’s regulations and rules and established policies and procedures.
f) Maintain relevant internal databases and financial files; keep track of any contractual agreements, direct provisioning contracts, etc. and inform affected users of contractual rights and obligations.
g) Monitor budget implementation related to the procurement of goods and services and prepare budget performance reports by analyzing the variances between approved budgets and actual expenditures, and recommendations to the reallocation of funds as necessary.
h) In consultation with the Project Coordinator and the Administrative Officer of the UNESCO Almaty Office, prepare and dispatch periodically financial and other administrative documentation, in hard and in electronic version, to the UNESCO Almaty Office;
i) Provide information needed to support audits and external evaluations and respond to audit findings.

Procurement :

a) Develop a detailed procurement plan, produce bidding documents (e.g. Invitations to Bids, Requests for Proposals and Requests for Quotation) based on the nature of the requirements and cost of procurement involved.
b) Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.
c) Prepare abstracts of offers and compile data contained in quotations, proposals and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible with due consideration to quality, delivery time, prompt payment and other discounts, transportation costs, etc.
d) In consultation with the Project Coordinator, contact suppliers, participate in negotiations on the terms and conditions of orders under the guidance of Administrative Manual, UNESCO’s rules and procedures; obtain credit and other information on proposed suppliers.
e) Provide technical and procedural advice to the project team on all aspects related to procurement. Analyze complex and/or critical procurement proposals of financial or operational impact; determine appropriate strategy/approach to best serve UNESCO’s interests, and ensure timely procurement of goods and services with quality and cost considerations.
f) Resolve issues/problems related to delivered goods and provided services, including discrepancies between purchase orders and items/quantities shipped or received.

EDUCATION

• Completed higher education degree in management, finances, administration or another related field.

WORK EXPERIENCE

• Minimum 3 years of relevant work experience in programme support, financial, and/or administrative service acquired at the national or international level, preferably in UN System and/or international organization.
• Experience in working with Government and development partners and international/national Non-Governmental Organizations.

SKILLS/COMPETENCIES

• Professional competencies on accounting and banking, procurement planning, policies, processes and procedures and of purchasing.
• Good organizational, coordination skills and flexibility.
• Ability to take ownership of given tasks and demonstrate proactivity.
• Ability to interpret rules and manage priorities in order to meet tight deadlines.
• Experience working as part of a team in a multicultural environment.
• Excellent interpersonal and communication skills, including ability to draft correspondence and correct documents.
• Excellent organizational, coordination and filing skills.
• Good ICT skills with proficiency in the use of Microsoft Office (Outlook, Word, Excel, PowerPoint etc.).
• Ability to multi-task, prioritize to adjust work schedules and deliver timely results;

LANGUAGES