Project Administrative Assistant

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Job Description

OVERVIEW OF THE FUNCTIONS OF THE POST

In recognition of the scarcity of the skilled teaching workforce as well as the need to improve the quality of learning resources on STEM subjects, UNESCO will implement the project “Strengthening Competency-Based and ICT-Enabled STEM (Science, Technology, Engineering and Mathematics) and VET (Vocational Education and Training) Education and Teacher-Training in Tajikistan” with financial support from the European Union under the Action Document “Quality Education Support Programme II”.
In order to support Tajikistan in making progress in the achievement of SDG 4 and implementing its recently adopted National Strategy for Education Development for the period until 2030, the project aims to design textbooks, teaching and learning materials for selected STEM subjects based on competency-based curricula at the secondary education and VET level, train teachers as well as equip the teacher training institutes/centres in the areas of ICT and STEM.
Within the project, the Ministry of Education and Science as well as the Committee on Primary and Secondary Vocational Education under the Government of the Republic of Tajikistan will be supported to strengthen the quality of education and competence-based education in STEM fields with us of ICT.
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.

More specifically, the incumbent shall carry out the following tasks:

Administration

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.
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).
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.
Ensure the stock of office material and stationaries for the project use.
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.
Support the organization and set-up of meetings, events and workshops organized in the framework of the Project.
Assist with the Project logistical arrangements (including contract and travel arrangements).
Assist with the preparation of all administrative and financial information pertaining to the Project.

Financial Management

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.
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.
Ensure bookkeeping, payments, and reimbursements of the project.
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.
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.
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.
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.
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;
Provide information needed to support audits and external evaluations and respond to audit findings.

Procurement

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.
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.
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.
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.
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.
Resolve issues/problems related to delivered goods and provided services, including discrepancies between purchase orders and items/quantities shipped or received.

Carry out any other task that may be required for the successful implementation of the project, as requested by the Director of the UNESCO Regional Office in Almaty and/or by the Project Coordinator.

REQUIRED QUALIFICATIONS

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.

LANGUAGES