PROJECT FINANCE AND ADMINISTRATIVE ASSISTANT (SB-2 SC5 Min), re-advertisement

Parent Sector : Natural Sciences Sector (SC)

Duty Station: Almaty

Job Family: Natural Sciences

Type of contract : Non Staff

Level : Level 2

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) : 17-MAY-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 the UNESCO Almaty Office and direct supervision of the GLOFCA Project Officer, the incumbent shall provide financial and administrative assistance to the implementation of the UNESCO-Adaptation Fund Project (hereafter “Project”) on “Reducing vulnerabilities of populations in the Central Asia region from glacier lake outburst floods in a changing climate” (GLOFCA).

In particular, the incumbent shall perform the following key functions:

Long Description

A. Provide support to the effective Project management, budgeting and administration. The tasks include the following:

1. Making all the necessary logistical arrangements for seminars, workshops, meetings and other events, including communication with partners/participants, drafting invitation letters and news items, coordinating 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.
2. Providing administrative and financial support in Project procurement activities, in liaison with the Office’s 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.
3. 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.
4. Monitoring budget status of implemented activities on Project funding, such as budgets for events, contracts, travels, and staff.
5. Preparing and analyzing budget proposals, evaluations, audit, and operational and financial closure of the contracts, in coordination with the Project team.
6. Preparing 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.
7. Preparing memos and correspondence related to administrative and budgetary matters, as well as to the overall Project implementation, obtaining necessary clearances, processing and follow-up on administrative actions related to the project 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.
8. Maintaining appropriate records of programme and financial expenditure both at the UNESCO Almaty Office and country levels and reporting on them. Also, collecting and reporting on the financial and progress reports of the implementing partners.
9. Contributing to other necessary financial and administrative activities related to the Project implementation.

Long Description

B. Facilitate travel arrangements: 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 for the successful implementation of the Project, provided those tasks are consistent with the incumbent’s professional qualifications. The contract holder undertakes to carry out the tasks with care and diligence and due attention to detail.

Long Description
COMPETENCIES (Core / Managerial)
Accountability (C)
Communication (C)
Knowledge sharing and continuous improvement (C)
Planning and organizing (C)
Professionalism (C)
Teamwork (C)
–
For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS

Education

• Completed higher education degree in international relations, economy, finance, administration, management, or another related field 

Work Experience

• Minimum 3 years of relevant work experience in programme/project support, financial, and/or administrative service acquired at the national or international level
• Experience in handling web-based management systems

Skills and 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 (oral and written)

DESIRABLE QUALIFICATIONS

Education

• Specialized training/certification in secretarial, administrative or related fields

Work Experience

• Working experience within UNESCO or other UN agencies 
• Working experience with environment-related national and international projects
• Working experience with international organizations

Languages

• Knowledge of Kazakh

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.

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• 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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