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OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the UNESCO Regional Director for Southern Africa, and the direct supervision of the Regional Advisor – Education for Health and Wellbeing, the incumbent will be responsible for providing programme and administrative support to ensure effective, planning, implementation and monitoring of UNESCO’s work in the Education for Health and Wellbeing (EHW) unit. Specifically, s/he will be responsible for providing support to the “Our rights, Our Lives, Our Future” (O3) programme across sub-Saharan Africa, the O3 PLUS project and the implementation of activities under the Unified Budget, Results and Accountability Framework (UBRAF) across Eastern and Southern Africa (ESA).
Support will be provided in the following key administrative and programmatic areas:
Long Description
General Accountabilities
- Provide guidance and interpretation to the EHW team members at the UNESCO Regional Office for Southern Africa and across the ESA on administration, budget, financial and human resources matters;
- Provide advice on approaches and best practices, ensure that these are well disseminated, understood and implemented;
- Recommend process and system related modifications and improvements to support successful administration and financial monitoring and control;
- Provide backstopping support to country teams with limited staff on the ground through drafting of annual workplans and country reports in line with the O3 programme objectives and UBRAF;
- Provide support to the EHW Regional Advisor in providing oversight function for Eastern and Southern Africa and Western and Central Africa under the O3 Programme and O3 PLUS project in Kenya, Tanzania, Zambia and Zimbabwe;
- Conduct quarterly reviews of contracts and fund reservations to facilitate the liquidation of open financial commitments funds;
- Execute any other tasks as assigned by the EHW Regional Advisor and the ROSA Director.
Financial Accountabilities
- Provide regular budget monitoring updates on Extra-budgetary (EXB) funds for the regional team and participating countries under the O3PLUS and O3 programme;
- Support the EHW Regional Advisor and country teams with SISTER related roles such as data entry in SISTER, preparation of budget operation requests, budget reviews for donor approval in view of grant extensions and periodic reporting purposes to funding partners;
- Compile and consolidate data from various sources into financial statements;
- Initiate payment upon satisfactory performance and/or delivery of goods or services;
- Facilitate the processing and dissemination of funds to country and regional teams on approved activities;
- Reconcile and acquittal of funds made available to support workshops, seminars or meetings to ensure proper and effective utilization in pursuit of expected results.
Budgetary Accountabilities
- Provide support with developing budget proposals for submission to existing and potential funding partners under the O3 Programme, O3PLUS project budget and any new initiative;
- Develop financial reporting templates in line with donor requirements and prepare the necessary reports on the Extra-budgetary funds;
- Assist and advise EHW country teams on planning and budgeting and recommend modifications;
- Prepare budget proposals and cost estimates ahead of activities in line with the UNESCO administrative and financial rules and guidelines.
Human Resources Accountabilities
- Participate in the recruitment and management of temporary assistance and non-staff contracts for the EHW Unit;
- Ensure proactive follow up on vendors to ensure deliverables are submitted in line with the scheduled timelines on the contracts;
- Provide support in facilitation of written and oral assessments during recruitment processes in the EHW Unit;
- Develop and manage database of consultants for the EHW Unit;
- Issue non-staff contracts, advise on recruitment process and entitlements;
- Liaise with Administrative Office to discuss and obtain additional information, clarifications and policy interpretation;
- Provide training and mentorship support to new interns, programme assistants and country National Project Officers in administrative guidelines and procedures.
- Logistical Accountabilities
- Review contractual documents (TOR, budget, contract nature and type);
- Resolve issues/ problems related to delivered goods;
- Initiate contracts and follow up on submission of deliverables within the set timelines under the O3 programme and O3 PLUS project at both country and regional level;
- Provide support to EHW Regional Advisor with review of contracts and activity budgets in line with UNESCO financial and administrative guidelines
- Prepare requisitions for supplies and equipment; ensure that payments are processed and provide information to the EHW Unit on invoicing and payment issues;
- Follow up with EHW Unit Team members to ensure staff compliance to COVID-19 regulations, security travel requirements and monitor completion of mandatory security trainings;
- Procure tickets for staff and delegates attending scheduled regional programme events.
COMPETENCIES (Core / Managerial)
- Accountability (C)
- Communication (C)
- Innovation (C)
- Knowledge sharing and continuous improvement (C)
- Planning and organizing (C)
- Results focus (C)
- Teamwork (C)
- Professionalism (C)
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For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical and/or vocational education.
Work Experience
- At least eight (8) years of relevant work experience in the administrative area.
Skills & Competencies
- Professional integrity, tact and diplomacy.
- Excellent planning, organizational and coordination skills.
- Excellent interpersonal and communication skills, including drafting skills.
- Very good analytical and problem-solving skills, ability to deal with complex situations and to provide quality and timely support and services.
- Ability to work efficiently under pressure and deliver under tight deadlines.
- Strong service/client orientation.
- Utmost discretion and ability to maintain confidentiality of data.
- Good sense of judgement.
- Very good IT skills (Outlook, Word, Excel, PowerPoint, etc.).
Language
- Excellent knowledge (oral and written) of English.
DESIRABLE QUALIFICATIONS
Education
- Training/course in one or more of the following disciplines: developmental administration, developmental finance, accounting and/or procurement.
- A first level degree in Business Administration, Finance or equivalent.
Work experience
- Relevant work experience within UNESCO and/or in an international organisation and/or the UN System.
- Experience with web based managements systems.
- Experience in administrative support roles on donor funded development and/or in assisting programme management.
Skills & Competencies
- Knowledge in budgeting and financial management.
- Knowledge of UNESCO’s rules, regulations and procedures as well as financial/administrative practices, and other similar systems (DUO, SISTER, CRM).
- Understanding of UNESCO’s structure, Governing Bodies, Institutes, Commissions, etc.
BENEFITS AND ENTITLEMENTS
- UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
For more information in benefits and entitlements, please consult ICSC website.
SELECTION AND RECRUITMENT PROCESS
- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
- The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
- UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
- Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
- UNESCO applies a zero tolerance policy against all forms of harassment.
- UNESCO is committed to achieve and sustain gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities, as well as nationals from non-and under-represented Member States (last update here) are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
- UNESCO does not charge a fee at any stage of the recruitment process.
