Project Financial and Administrative Assistant (SB?2 SC5 Min)
JOB DETAIL
OVERVIEW
Parent Sector : Natural Sciences Sector (SC)
Duty Station: Almaty
Classification of duty station: [[filter12]]
Standard Duration of Assignement : [[filter13]]
Job Family: Natural Sciences
Type of contract : Non Staff
Level : Level 1
Duration of contract : 1 year (with the 3 months’ probation period and the possibility of extension)
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 15-SEP-2024
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
(Only candidates who are entitled to work in Kazakhstan may apply to this position)
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director of UNESCO Almaty Regional Office, the direct supervision of the GEF Project Manager, and overall supervision of the Programme Specialist, Natural Sciences unit, the incumbent shall provide financial assistance to the implementation of the GEF-UNDP-UNESCO Project (hereafter “Project”) on “Strengthening the resilience of Central Asian countries by enabling regional cooperation to assess glacio-nival systems to develop integrated methods for sustainable development and adaptation to climate change”.
In particular, the incumbent will perform the following key functions:
A. Provide support in Project management, budgeting and administration. The tasks include the following:
1. Assisting the GEF Project Manager in day-to-day management and oversight of project activities.
2. Making all the necessary logistical arrangements for seminars, workshops, meetings and other events, including communication with partners/participants, travel arrangements, visa support, local transportation, conducting competitive bidding for contractors providing lodging/venue/translation services/etc., organizing any other necessary activities for the successful and smooth conduct of events.
3. Providing administrative and financial support in Project procurement activities, in liaison with the Administrative Unit: preparing procurement work plan, making cost estimates, drafting contracts’ assignments/terms of reference, identifying proper contract modalities, organizing and following up on tenders/biddings, searching and selecting vendors, coordinating with contracted organizations.
4. Processing contracts in UNESCO’s computerized system DUO, prepare/submit/follow up with payment requests, coordinate contract timelines and follow-up with contractors, as necessary, or with Project staff to ensure effective and timely implementation of Project activities, all other procurement-related actions.
5. Monitoring budget status of implemented activities on Project funding, such as budgets for events, contracts, travels, and staff.
Long Description
6. Assist in preparation and analysis of budget proposals, evaluations, audit, and operational and financial closure of the contracts, in coordination with the Project team.
7. Preparation of reports on budget revisions, expenditures and obligations, verification of the availability of funds and documentation in the budget system and in reporting process to the donor.
8. Preparation of memos and correspondence related to administrative and budgetary matters, obtaining necessary clearances, processing and follow-up on administrative actions related to programme implementation, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance.
9. Maintenance of appropriate records of programme and financial expenditure both at the UNESCO Almaty Regional Office and country levels and reporting on them. Also, collection of and reporting on the financial and progress reports of the implementing partners.
10. Contribution to other necessary financial and administrative activities related to the Project implementation.
B. Facilitate travel arrangements:
a) Prepare travel requests and files for official travels of the concerned staff as well as Project stakeholders, organize them, and ensure follow-up in close cooperation with the Administration Unit.
C. Undertake any other related tasks or assignment requested. The contract holder undertakes to carry out the tasks with care and diligence and due attention to detail.
Long Description
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
EDUCATION
- Completed higher education degree in economy, finance, administration, management, international relations, and other related social and/or natural sciences field.
WORK EXPERIENCE
- Minimum 3 years of relevant work experience in programme/project support or administrative service acquired at the national or international level.
- Experience in handling web-based management systems.
- Working experience within UNESCO or other UN agencies preferably with UN projects and/or GEF-funded projects.
SKILLS/COMPETENCIES
- Ability to work as part of a multi-cultural team, to take initiative and to provide quality and timely support and services.
- Good interpersonal and communication skills, including ability to draft correspondence and correct documents.
- Good organizational, coordination skills and flexibility.
- Ability to take ownership of given tasks and demonstrate proactivity.
- Ability to interpret rules and manage priorities in order to meet tight deadlines.
- Discretion and capacity to deal efficiently and tactfully with people of different cultural and social backgrounds.
- Ability to work under stress and cope with multiple tasks.
- Good ICT skills with proficiency in the use of MS Office (Outlook, Word, Excel, PowerPoint etc.).
LANGUAGES
- Excellent knowledge of English and Russian (written and spoken).
DESIRABLE QUALIFICATIONS
WORK EXPERIENCE
- Experience in national and international projects would be an asset.
- Experience working with the UN or another international organization would be an asset.
LANGUAGES
- Knowledge of Kazakh language.
BENEFITS AND ENTITLEMENTS
- Salary: base monthly gross USD 1,075.82
(monthly rates in reference to the local UN FTA salary scales of the locally recruited staff, corresponding to 66% of the gross base salary; subject to change in case of changes in local UN salary scale).
- Medical and Pension Coverage.
As additional payment, upon proof of enrolment in an appropriate pension and/or medical scheme, the following contributions will be added to the SC holder’s remuneration:
(a) up to 10% of the SC holder’s remuneration to represent UNESCO’s sole contribution for pension; and
(b) up to 5% of the SC holder’s remuneration to represent UNESCO’s sole contribution to medical insurance.
The SC holder must provide the proof of affiliation to local or private social security scheme if in receipt of an additional payment.
- Income Tax.
The remuneration paid to SC holders is not exempt from any income tax which may be levied by the tax authorities in the country where work is performed or any other tax authorities.
UNESCO shall not reimburse any taxes, duties or other contributions for which the SC holder may be personally liable in respect of payments made under the terms of his/her contract.
SC holders will be solely and personally responsible for complying with tax laws that are applicable to them, and for paying any taxes (in particular income tax), duties or other contributions for which they may be personally liable, under any tax laws applicable to them, in respect of any payments made to them under the terms of their SC contract.
- UNESCO’s salaries are paid in the currency established by the local UN System (currently in Kazakh Tenge at the applicable mid-month UNORE).
- Annual leave is granted at the rate of 2,5 working days for each completed month of service. The annual leave entitlement must be taken in full during the contract period.
- Please note that UNESCO is a non-smoking Organization.
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.
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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as 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. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities 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.
Please note that UNESCO is a non-smoking Organization.
