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Under the overall authority of the UNESCO Director of the Regional Office for Southern Africa (ROSA) and the direct supervision of the Education Head of Unit, the Project Assistant will support and work closely with UNESCO’s National Project Officer for Education based in Lusaka, who is also the main coordination of the CapED Zambia. On a day-to-day operational basis therefore, the Project Assistant will support and report to the National Project Officer based on Lusaka. Specifically, the Project Assistant will be responsible for providing programme and administrative support to the “Facility for Action for Climate Empowerment to achieve the National Determined Contributions (FACE-NDC) project” as well as the CapED Programme in Zambia.
Job Responsibility:
Provide administrative and programmatic support towards effective and efficient implementation of the FACE-NDC under the Project Management Unit (PMU), CapED and EduTech Zambia Project
Assist the National Programme Officer for education with monitoring, evaluation, and reporting
Support planning, review, and monitoring of costed activity-based work plans and project budgets
Maintain financial and statistical data for quarterly and annual donor reports
Coordinate and support the organization of meetings, events, and webinars related to programme activities
Support management of financial resources for FACE-NDC and CapED work plan activities
Participate in internal and external meetings as required
Assist in organizing and reporting on local and regional conferences, training sessions, and workshops
Support advocacy efforts to promote climate change awareness and behavior change
Assist in mainstreaming climate change adaptation and sustainability into the education sector
Collaborate with finance teams for reconciliation of activity funds
Support the preparation of documentation, draft terms of reference, and coordinate logistics
Assist in the preparation of concept notes for resource mobilization
Develop and maintain a database of reliable consultants and service providers
Coordinate procurement of goods and services
Procure tickets for staff and delegates
Draft contracts and collate supporting documentation
Upload contracts to the organization’s contract management platform
Monitor and ensure that all conditions specified in established contracts are fully met
Initiate payment upon satisfactory performance and/or delivery of goods or services
Conduct vendor due diligence and facilitate registration of new consultants and service providers
Prepare all international and in-country travel and Daily Subsistence Allowance (DSA) requests
Contribute to the preparation of progress reports and donor briefings
Provide guidance and interpretation of administrative rules, regulations and procedures
Manage and maintain an updated e-filing system
Collect & collate data (both internally and externally)
Track reporting timelines for projects
Requirements:
Completion of secondary level education required
Minimum of first level university degree in Education, Finance, Economics, Demography, Development Studies, Public Administration or degree related to Climate Change Education or Education for Sustainable Development
At least three (3) years of relevant work experience in project implementation administrative support function
Good working knowledge and experience in education (especially in the field of teacher education and climate change education)
Relevant experience in project management, implementation and reporting
Work experience with an international organization or experience with the UN is considered as an added advantage
Fluency (oral and written) in English
Fluency local language will be a plus
Nice to have:
Knowledge of UN rules and procedures as well as administrative practices
Experience in working with government partners
Knowledge of procurement procedures and procurement experience
Experience in handling web-based IT business applications (Microsoft, Sharepoint, contract management software, travel management software etc.)