Project Assistant

United Nations Educational, Scientific and Cultural Organization

Baghdad, Iraq

Under the overall supervision of the Director of the UNESCO Office for Iraq and the direct supervision of the Project Officer “Equitable Quality Education in Iraq: Improved Teaching and Learning and Enhanced Educational Management (ITALEEM)” based in Baghdad, the incumbent will be responsible for providing assistance through the delivery of a range of office, financial and administrative activities in support of the project.

Main duties and responsibilities

The incumbent will undertake the following:

Produce draft documents, and correspondence related to the work of the Section/Unit from draft texts.  Search, locate, compile, review and update information and data used in the development of documents, work plans and budgets; enter and update approved work plans/budget data in the automated system, ensuring accuracy and compliance with the approved amounts; run reports from the automated systems in order to support preparation of regular and ad-hoc budgetary/financial updates, reporting on programme/project delivery, statistics and/or projections for use and scrutiny by the supervisor or responsible manager. 

Prepare a variety of administrative documentation using examples or templates; initiate administrative procedures/transactions and ensure follow-up, including payment follow-up in collaboration with the Administrative Unit.  Inform team members of specific administrative processes and related procedures to support work planning and timely and coordinated execution of work; alert team members of outstanding obligations, timeframes and bottlenecks.

Main duties and responsibilities

Organize official meetings, events and workshops by booking venues, equipment and providing other related logistical support.  Organize official travel in conjunction with meetings, events and workshops; make travel arrangements; track and prepare itinerary and agenda; facilitate travel by providing/clarifying information and preparing the necessary documentation.  Provide administrative support for the events; collate/format information and data for presentation in final form; inform participants; organize the distribution of documentation; collect minutes/information/documentation and prepare associated documentation. 

  • Receive, analyse, register and distribute incoming correspondence and other documents; determine the importance and priority of documents received; prepare correspondence and answers to requests for information on programs and activities, attaching relevant documentation; verify invoices against contract terms and conditions and prepare contract modifications and requests for payments; carry out informal translation of documents.
  • Respond to enquiries and follows up on routine outstanding matters; route information and queries as appropriate; provide information to supervisor and colleagues; make appointments, receive visitors and take telephone calls, answering enquiries and/or referring them to the specialist concerned.  As directed, liaise with various internal services to obtain additional information/clarifications.
  • Assist in other administrative tasks, including: i) logistics support; ii) preparation of relevant documentation for missions; iii) preparation of minutes of meetings; and iv) overall administrative support for the Project team.
  • Additional activities that may be required to ensure the success of the project and the unit.

Required Qualifications

Academic qualifications

  • Completed secondary, technical and/or vocational education

 Years of relevant work experience

  • Minimum five (5) years of relevant experience and progressively responsible work experience in programme management and/or assistant function
  • Experience in monitoring financial and activity reporting of implementing partner is required
  • Experience in monitoring the key performance indicators of partners and preparing the acceptance notes with the supporting documents to release payments
  • Highly desktop competent with experience in the usage of corporate financial systems and office software packages (MS Word, Excel, etc..)

Language requirement

  • Excellent knowledge of English language (both written and spoken);
  • Excellent knowledge of Arabic language (both written and spoken);