Overview of the functions of the post

This position falls under the authority of the Regional Director of the UNESCO Regional Office for Southern Africa, the Regional Advisor, Education for Health and Well-Being and direct supervision of the Team Leader and Senior National Programme Officer, Education for Health and Well-Being, Zambia. The Program Assistant supports the effective and efficient implementation of the Our Rights, Our Lives, Our Future (O3 Zambia) Project. The incumbent is responsible for the following obligations and duties within the authorized delegated authority:

The Programme Assistant will work in close collaboration with the antenna project teams, as well as the team in the Regional Office in Harare, Zimbabwe, to ensure the effective achievement of results. This includes anticipating and contributing to resolving complex programme- and project-related issues and ensuring the timely delivery of information. The incumbent is expected to fully comply with UNESCO’s programming, procurement, and administrative rules, regulations, policies, and strategies, as well as to implement an effective internal control system.

In close cooperation with the project team and under the direct guidance and supervision of the Senior National Programme Officer, the incumbent will ensure the provision of programme and administrative services of the highest quality and standards to the project team, UNESCO, as well as to national counterparts and clients. The Programme Assistant shall perform the following tasks:

• Proactively contribute to the day-to-day project implementation, ensuring alignment with expected results and project work plans.
• Support the planning, organization, and implementation of workshops, seminars, and meetings, including travel and logistics.
• Participate in briefing, meetings, training and workshops with relevant internal/external stakeholders
• Support the formulation of memos, program strategies, and action plans, contributing to the overall efficiency and success of the program.
• Ensure all resources are adequately accounted for on a regular basis, including settling acquittals and ensuring financial compliance.
• Prepare payment requests and contracts, ensuring they are supported by original quotations, receipts, invoices, or payment statements, and submit them to the UNESCO Harare Office in a timely manner to close the activity financially.
• Review procurement requests and initiate procurement procedures in a transparent and cost-effective manner, ensuring compliance with UNESCO guidelines

• Ensure timely delivery and clearance of equipment and supplies and manage equipment maintenance and insurance when required.
• Draft contracts and collate supporting documentation for review by the program team, ensuring the contractual process follows UNESCO procedures.
• Prepare ZRA POs (Purchase Orders) in compliance with country regulations.
• Register new vendors, consultants, and service providers in the global UNESCO database.
• Maintain thorough administrative records for payments and contracts, ensuring all office equipment, including physical assets, is inventoried and properly maintained.
• Support effective participation of UNESCO in Zambia UN Human Resource and Administration Working groups, task teams, etc. as assigned by the Senior National Programme Officer contributing to UNESCO planning and reporting against the requirements and alignment of UNESCO with the harmonized processes at the country level in accordance with regulations and rules of the Organization and procedures of the office.
• Support any other administration and related coordination tasks and assist other team members as assigned by Senior National Programme Officer.
• Participate in the production of technical and policy studies, providing input into framework documents as required.
• Support effective participation of UNESCO in OMT groups, task teams, etc. as assigned by the Senior Operations Officer contributing to UNESCO planning and reporting against the requirements and alignment of UNESCO with the harmonized processes at the country level in accordance with regulations and rules of the Organization and procedures of the office.
• Support any other administration and related coordination tasks and assist other team members as assigned by the Supervisor, Senior Operations Officer, or the Director.
• Liaise with the Regional Office and Headquarters

COMPETENCIES (Core / Managerial)

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REQUIRED QUALIFICATIONS

Education

• A Secondary School Certificate is required.
• A first degree in social sciences or administration or related is considered an added advantage.

Work Experience

• Minimum of three (3) years of relevant progressively responsible professional experience in development assistance or related work services is required.

Language

• Excellent knowledge (written and spoken) of English.

DESIRABLE QUALIFICATIONS

• Experience in international organizations or United Nations agencies.
• Good interpersonal and communication skills, strong service orientation, and ability to deal efficiently with partners at different levels.
• Experience with an Enterprise Resource Planning system (ERP).
• Ability to work as part of a team and provide quality and timely support and capacity to work efficiently under pressure.
• Good knowledge of MS Office (Word, Excel, Outlook, PowerPoint) and database packages.