Job Description
ELIGIBILITY
Only Zimbabwe Nationals and persons issued with a Zimbabwe Residenc Permit are eligible to apply.
OVERVIEW OF THE FUNCTIONS OF THE POST
Under the overall authority of the Director of UNESCO Regional Office for Southern Africa, and the direct supervision of the SHS Program Specialist, the incumbent will undertake the following tasks and responsibilities:
Duties and Responsibilities
Administrative management:
Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans;
Coordinate and prepare documents necessary for the launch of procurement processes and issue contracts;
Supervise other support staff and coordinate short-term consultants;
Provide advice to the team on financial and administrative issues;
Assist the Programme Specialist in the design of project specific material pertaining to management and financial issues in support of project implementation
Provide support on all administrative matters concerning the sector including travel plans, travel authorization, monitoring of travel budgets, hiring of consultants liaising with appropriate units
Provide support to administrative and logistical arrangements for all meetings, workshops and courses in connection with the Sector
Establish and maintain an organized filing system for all financial and administrative related programatic issues.
Long Description
Financial management:
Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions;
Ensure effective and efficient budget formulation, monitoring of project budget, compilation of financial data and provision of accurate and up-date financial information for reporting quarterly and annual expenditure
Maintain accounting records of project financial transactions and performance for all resources by providing necessary financial information and analysis
Ensure that all resources are adequately accounted for on regular basis, including settling of acquittals. Ensure financial Reports are supported by original receipts, invoices or payment statements and submitted in a timely in order to financially close the activity.
Ensure effective financial recording and reporting, internal controls, audit follow up and preparedness and to process financial transactions in an accurate and timely way
Ensure all funds allocated for activities (workshops, Finance Activity Contracts, meetings etc…) are justified by a dully certified Financial regulation
Maintain adequate administrative records and prepare monthly bank reconciliation statements Contribute to the smooth running of the office by ensuring the provision and maintenance of office equipment, inventory of physical assets
Undertake other financial and administrative tasks as required.
Long Description
Procurement:
In accordance with the Work Plan coordinate and contribute to the procurement of equipment, supplies and services;
Review procurement requests and initiate procurement procedures of office and project equipment, supplies and services in a transparent and cost effective manner
Clear and ensure delivery of equipment and supplies procured for project;
Draft contracts and collate supporting documentation for review by the program team in preparation of activities to be implemented
Monitor and follow up on contracts to ensure deliverables are submitted timeously by implementing partners and or service providers as per established contracts, with alerts to relevant officers for follow-up
Initiate payment upon satisfactory performance and/or delivery of goods or services
Coordinate equipment maintenance and insurance as required;
Ensure that contractual processes follow the stipulated UNESCO procedures;
Short Description
Programming work:
Provide technical assistance to the Programme Specialists in SHS Sector in the search, location, compilation, review update of information data used in the development of documents, work plans and budgets
Participate in briefing meetings with consultants on expected consultancy deliverables
Support the planning, organization and implementation of workshops, seminars and meetings
Prepare reports on workshops, seminars and meetings
Qualifications and Experience
COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Innovation (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Results focus (C)
Teamwork (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 three years of relevant work experience is required
Language
Fluency in English
DESIRABLE QUALIFICATIONS
Education:
BSc and or Bachelors in Sociology or other social sciences related studies.
Skill/Competencies:
Confident, assertive communicator who can work with diverse groups of people
Able to prioritize work and manage deadlines
Planning and time management- meets deadlines
