Programme Assistant

United Nations Educational, Scientific and Cultural Organization

Accra, Ghana

Under the overall authority of the Assistant Director General for Education, guidance from the Head of UNESCO Office in Accra and the Head of Education Section, the incumbent will work under the direct guidance and supervision of the National Programme Officer for Education for Health and Wellbeing. The incumbent will ensure the provision of financial and administrative services of the highest quality and standards to the project team, UNESCO, as well as national counterparts and clients.

Specific tasks for the post will be as follows:
Administrative accountabilities:
  • Pro-actively contribute to day-to-day project implementation and ensure conformity to expected results and project work-plans by maintaining project records, sharing of essential project documents and information with partners among others.
  • Coordinate and prepare documents necessary for the launch of procurement processes and contract issuance.
  • Provide information, explanations and guidance on basic financial and administrative rules and procedures.
  • Provide support on all administrative matters concerning the project 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 Project.
  • Establish and maintain an organized filing system for all financial and administrative related project issues.
Financial accountabilities:
  • Verify that all resources are adequately accounted for on regular basis, including settling of acquittals.
  • Assist to ensure effective financial recording and reporting, internal controls, audit follow up and preparedness and to process financial transactions in an accurate and timely way.
  • Verify all funds allocated for activities (workshops, Finance Activity Contracts, meetings etc…) are justified by a dully certified financial regulation.
Procurement:
  • In accordance with the Work Plan, support 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.
  • Verify that contractual processes follow the stipulated UNESCO procedures.
  • Make arrangements for receipt of equipment and supplies procured for project.
Required Qualifications:
 Education:
  • Completed secondary, technical or vocational school education.
Work Experience:
  • At least three (3) years of relevant work experience, in areas related to administration, project assistant, office administration or related fields.
Skills and Competencies:
  • Ability to assist project implementation in partnership with governmental partners and civil society, and an ability to report on implementation.
  • Excellent communication and interpersonal skills, tact and diplomacy.
  • Ability to multitask, prioritize and deliver to deadline.
Languages;
  • Excellent knowledge of English.