Country: Qatar
Closing date: 25 Jun 2019
Post title: Administrative Assistant - CLT Project
Organization Unit: UNESCO Doha Office
Duty Station: Doha, Qatar
Contact Type: Service Contract (SB3/Peg2)
Duration: 12 months (renewable depending on satisfactory performance
and availability of fund)
Date of Issue: 10 June 2019
Date of Closing: 25 June 2019 (23:59 Doha time, GMT +3)
Context and Background
The UNESCO regional Office for GCC and Yemen is engaged in a range of projects and activities in the field of education, culture, communication and sciences. In the field of culture, the Office is engaged in the promotion of international conventions in the cultural domain, museums, cultural policy development, conservation of sites and monuments, World Heritage and the promotion of cultural diversity and cultural industries.
In July 2018, UNESCO and the European Union launched a new project called “Cash for Work: Promoting Livelihoods Opportunities for Urban Youth in Yemen” aimed at preserving the urban heritage in Yemen and increasing skills and employment opportunities for urban youth. Recognizing the power of culture as a driver of social and economy development, this initiative will improve the livelihoods of urban youth in Yemen.
The Culture Project Administrative Assistant will be responsible to support the administrative and financial monitoring of the Cash for Work project, in close coordination with the Management Unit and the Administrative Unit of the Office. S/he will also support the overall administrative services of the Culture Unit.
Tasks and Expected Outputs
Under the overall authority of the Director of the Office and the shared supervision of the Project Management Unit and the Finance and Administrative Unit, the incumbent is involved in the completion of standard administrative support activities and processes as per UNESCO Rules and Regulations. As a team member, the incumbent provides administrative and support services in processing transactions, control and maintenance of accounts, and preparation of routine reports, correspondence and administrative documentation.
In particular, s/he will be expected to perform the following responsibilities:
Cash for Work project administration (80%)
Perform a range of administrative tasks to facilitate the implementation of the Cash for Work Project in Yemen, including by searching for, collecting and elaborating comprehensive administrative and financial documents (estimates, financial offers, technical proposals, background papers, budget tables, etc.);
Assist in editing a wide variety of contracts using existing templates, including by helping defining services to be delivered, preparing calls for proposals and requesting quotations in English, conducting thorough evaluation of proposals as per the set criteria and needs;
Assist in the budgetary monitoring of the Project and produce a variety of financial reports and statistics, including by extracting data and information from the automated financial and programmatic systems (FABS; SISTER etc.) and prepare standard reports.
Assist in ensuring that the implementation of the Project is fully in line with UNESCO’s rules and regulations (fairness, effectiveness, transparency and effective competition) so as to obtain best value for money, optimize costs and meet programme quality requirements;
Explain UNESCO/EU agreed procedures to the local coordination team in Yemen and partners, follow-up on contractual initiatives as well as on outstanding matters, verify and provide information on budgetary transactions compliance, review requests for payments, contractual and remaining obligations;
Assist colleagues for planning travel/missions; keep track and follow-up to ensure timely submission and liquidation of open commitments.
Keep track of project assets, maintain inventory records and reporting.
Overall administration of the Culture Unit (20%)
Support the overall administrative management of the Culture Unit, including for instance the budgetary, financial and HR accountabilities and logistics.
Draft correspondences, emails and type a variety of notes to document and transmit administrative information; and maintain adequate filing.
Perform any additional activities that may be required to ensure the success of the work team.
Required qualifications
Education
University degree (BA or equivalent) preferably in commerce or similar discipline with minimum of 3 years of relevant qualifying work experience.
Work experience
- Relevant professional experience in the field of finance and administration, of which at least 1 year acquired in the region and/or international level would be an advantage.
- Work experience with UN and/or international development agency will be an asset.
Skills/Competencies
• Good analytical and organizational skills.
• Good administrative and financial management skills.
• Very good ability to mobilize and interact with different partners
• Good written and oral communication skills.
• Proven ability to work in a multicultural environment.
• Good team spirit and interpersonal skills
• Good IT and data base management skills.
• Skills of using MS Office applications and ERP system (SAP will be an advantage)
Languages
- Excellent knowledge (written and spoken) of English and Arabic.
Conditions of Employment:
UNESCO Salaries in Doha paid in Qatari Riyals; the annual remuneration for the post is from QAR 192175. UNESCO Service Contract benefits includes 30 days of annual leave as well as a contribution to pension scheme and health insurance upon proof of inscription.
How to apply:
Interested candidates with desired qualifications and skills should submit their applications in English as per below instructions-
Fill in a detailed UNESCO CV form available http://www.unesco.org/new/en/doha/about-this-office/vacancies/.
Prepare a cover letter referencing the post title and explaining your qualifications for the position.
Send the two above-mentioned documents along by email to ao.doha@unesco.org by 25 June 2019 23:59 Doha time, mentioning in the subject: “**Application for the post of Administrative Assistant-CLT Project- name of applicant**”
Applications in different formats than the above-mentioned and without the UNESCO CV Form may not be considered.
ONLY SHORT LISTED CANDIDATE WILL BE CONTACTED
A WRITTEN EXAMINATION MAY BE USED IN THE EVALUATION OF CANDIDATES.
UNESCO IS A NON-SMOKING ORGANIZATION
UNESCO is committed to promoting geographical distribution and gender equality within its Secretariat. Therefore, women candidates are strongly
encouraged to apply, as well as nationals from non- and under-represented Member States. Persons with disabilities are also encouraged to apply.
Worldwide mobility is required for staff members appointed to international posts.
UNESCO DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS