Job Description

Under the overall authority of the UNESCO Director of the Regional Office for Southern Africa (ROSA) and the direct supervision of the Education Head of Unit the Programme Assistant will be responsible for providing programme support to the, “Facility for Action for Climate Empowerment to achieve the National Determined Contributions (FACE-NDC) project” in Zambia as well as the, “Climate Smart Education Systems Strategic Capability (CSESSC) initiative” in Zimbabwe and Malawi. The role will entail ensuring effective planning, implementation and monitoring of UNESCO’s work on these projects, and supporting the ROSA Education Team on other ongoing programmes within the sector.

Long Description

Duties and Responsibilities

PROGRAMMING WORK

• Produce costed activity-based work plans, monitor budgets and track financial expenditures and their conformity to the work-plans for effective implementation of the FACE-NDC project in Zambia and the CSESSC initiative in Zimbabwe and Malawi.
• Produce, monitor and maintain financial and statistical information for the team to feed into quarterly and annual donor reports & SISTER/UNESCORE.
• Coordinate the planning, organization and implementation of meetings, events and webinars related to the programmes.
• Manage financial and other resources made available to support work plan activities including workshops or meetings to ensure proper and effective utilization in pursuit of expected results and in full compliance with UNESCO rules, policies and existing internal control systems.
• Attend and participate in internal and external meetings.
• Coordinate the preparation, organization, conducting and reporting for local and regional conferences; training courses and workshops.
• Support country-level advocacy activities to facilitate transformative behavioural change required to fight climate change.
• Support country-level advocacy activities to mainstream climate change adaptation and environmental sustainability into the education sector.
• Conduct financial reconciliation of activity funds.
• Prepare internal and external written documents and communicate effectively with all stakeholders using various media to ensure smooth implementation of work plans and achievement of programme objectives.

Long Description
PROCUREMENT

• Develop and maintain a database of reliable consultants and service providers; and ensure proper utilization of this database to source quotations for the provision of goods and services in compliance with UNESCO's rules and regulations on procurement.
• Coordinate procurement of goods and services in accordance with project work plans, following principles set forth in UNESCO’s Administrative Manual to ensure competitive selection that achieves value for money.
• Procure tickets for staff and delegates attending scheduled regional programme events, assist and provide guidance in preparation of travel procedures.
• Draft contracts and collate supporting documentation in preparation of activities to be implemented in accordance with project work plans.
• Upload contracts to the organisation’s contract management platform and take responsibility for end to end management of open contracts.
• Ensure that all conditions specified in established contracts are fully met by implementation partners or contractors; in consultation with relevant team members.
• Monitor and follow up on contracts to ensure deliverables are submitted timeously by implementing partners and or service providers as per established contracts, with escalation to relevant officers for arising issues.
• Initiate payment upon satisfactory performance and/or delivery of goods or services
• Coordinate the review of contract deliverables, ensuring that all conditions specified in established contracts are fully met by partners or contractors before payment is released.
• Initiate payments upon satisfactory performance and/or delivery of goods or services.
• Conduct vendor due diligence and facilitate registration of new consultants and service providers as vendors in the global UNESCO vendor system and provide guidance to vendors to ensure compliance with UNESCO rules and regulations.

Long Description
PROGRAM REPORTING

• Provide guidance and interpretation of administrative rules, regulations, and procedures.
• Manage and maintain an updated e-filing system to ensure efficient storage and retrieval of documentation relating to the program and its operations; and ensure that these are available for making inputs to donor reporting as required and audit purposes at all times.
• Collect & collate data (both internally and externally); analyse and then communicate information in both verbal and written formats to team members, program beneficiaries and other stakeholders in support of the team’s objectives.

• Track reporting timelines; upload quarterly reports, and provide support with evaluations under guidance of supervisor.
• Execute any other tasks as may be assigned, within the framework of the functions of the position.

Qualifications and Experience

REQUIRED QUALIFICATIONS

EDUCATION

Completed secondary, technical and/or vocational education.

WORK EXPERIENCE

At least eight (8) years of relevant work experience in project /program implementation and/or administration, or related field.

SKILLS AND COMPETENCIES

Excellent communication skills, including ability to draft correspondence and proof-read documents in English
Experience in budgeting and project/program-based environments.
Capacity to interact with internal and external partners at all levels with discretion and diplomacy.
Knowledge of procurement procedures and procurement experience.
Ability to work in an international and multicultural environment with tact and sensitivity to diversity.
Ability to work as part of a team, to take initiative and to provide quality and timely support and services.

LANGUAGES

Good knowledge of English (spoken and written) and fluency in the local language.
WORK EXPERIENCE

EDUCATION

A first-level degree in Business/Business Administration or equivalent

WORK EXPERIENCE

Experience in working with government partners.
Relevant work experience in an international organization and/or the UN System.
Experience in handling web-based IT business applications (Microsoft, Sharepoint, contract management software, travel management software, etc.).

SKILLS AND COMPETENCIES

Knowledge of UN rules and procedures as well as administrative practices is an added advantage.
Good ICT skills with proficiency in the use of MS Office and IT collaborative platforms (Microsoft Teams, Zoom, etc.).