Project Assistant

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Job Description

Under the overall authority of the UNESCO Regional Director and Representative for Southern Africa, the functional guidance of the Head of Culture Unit and the direct supervision of the Project Coordinator, the Project Assistant will provide overall administrative and logistical support to the project team. Specific tasks and responsibilities will include the following:

Provide administrative support to the Project Coordinator and the Project Communication and M&E Officer to effectively implement the project in the 6 participating countries.
Assist in planning and organization of meetings, workshops, conferences, and other events relating to project, ensuring that all logistics such as hotel and conference bookings as well as transportation are in place.
Prepare draft TORs for various contracts for service providers supporting Projects.
Prepare payment requests and follow-up to ensure that service providers receive their funds on time.
Develop and implement a tracking system for all contracts to ensure that deliverables are submitted on time and report any delays to the Supervisor on time.
Follow-up with implementation partners to ensure timely delivery of work plans, budgets, and procurement plans for the project.
Participate in Project meetings and workshops and take Minutes for proper record keeping.
Support communication and visibility efforts for the project by assisting in the production of communication materials publications brochures etc.
Maintain e-files as well as paper files for the Project in compliance with the Organization’s records management policy and for audit and evaluation purposes.
Undertake any other relevant activities as deemed necessary for the proper operation of the project.
Undertake any other relevant tasks as assigned by the Supervisor.

Required Qualifications:

Education:

Bachelor’s degree or Higher National Diploma in administration, project management, office administration, social sciences or in a related field.

Work Experience:

A minimum of 2 years of relevant professional experience in the field of project management, office administration, development work or related field.
Experience working on EU-funded projects is an added advantage.

Skills and competencies:

Strong analytical, problem-solving, organizational and coordination skills.
Ability to manage heavy workload and to work under pressure, with capacity for accuracy, paying close attention to detail and quality of work.
Excellent interpersonal skills with ability to maintain effective working relations within a multicultural environment.
Good IT skills.

Languages: