Under the overall authority of the Assistant Director-General for the Intergovernmental Oceanographic Commission (ADG/IOC) and supervision of the Head of the Tsunami Unit (IOC/TSU), the incumbent will work under the direct supervision and guidance of the IOC Tsunami Programme Specialist in charge of the Intergovernmental Coordination Group for the Tsunami Early Warning and Mitigation System in the North-Eastern Atlantic, the Mediterranean and Connected Seas (ICG/NEAMTWS), and in close cooperation with the Project Coordinator. The Project Assistant is expected to provide administrative and financial support in the organization and delivery of project activities.
In particular, the incumbent will be tasked with the following:
Provide administrative and financial support to the ongoing project (CoastWAVE).
Support the Project Coordinator in the daily implementation of the project work plan and budget, based on the agreements between IOC-UNESCO and the European Commission (DG-ECHO).
Organize and coordinating the procurement of services and goods under the project.
Assist with all projects financial and administrative activities.
Support the Project Coordinator in monitoring and reporting the progress of the project activities.
Assist with the monitoring of available financial resources with due regard to ensuring full compliance with UNESCO rules, regulations, policies, and strategies as well as with project specific requirements.
Assist the Project Coordinator in preparing budget reporting.
Support with the preparation of budget revisions with the IOC Tsunami Programme Specialist in charge of the ICG/NEAMTWS, Head of Tsunami Unit (IOC/TSU), and AO/IOC for submission to DG-ECHO.
Organize travel regarding missions and meetings (i.e. tickets, Daily Subsistence Allowance, visa, shipment of project material, duty charges) .
Provide assistance with the management of all project shipping matters, including liaising with appropriate channels, national governments, and agencies on custom and duty charges.
Provide support to project tender selection of suppliers of services/goods is in accordance with UNESCO requirements and procedures.
Provide support to the project by organizing and supporting video conferencing tools.
Action on telephone inquiries, fax, post, and e-mail transmissions, and coordinating appointments, where necessary.
Provide assistance in monitoring co-finance contributions from partner institutions and ensure appropriate record-keeping.
Assist the IOC Tsunami Programme Specialist in charge of the ICG/NEAMTWS and Project Coordinator, with the procurements related to the production of project outreach, translations, and marketing materials in the languages of the project.
Minimum three (3) years of relevant work experience in administrative and financial support to large projects and/or operating, preferably within international organizations.
Experience with financial, administrative and project management with an international funded multinational project, ideally in an international context.
Skills and Competencies:
Excellent coordination and negotiation skills.
Demonstrated ability to compile and synthesize information in coherent and succinct formats.
High attention to detail, and ability to work under tight deadlines.
Able to adapt and exercise flexibility to changing situation and or change in strategic decision that will results in optimal quality outcome and results.
Ability to work efficiently in a multi-cultural environment, with team spirit.
Demonstrated proficiency in use of office equipment with computer literacy in Microsoft Office, experience in financial management systems and online meeting platforms would be additional assets.
Languages:
Excellent writing and oral communication skills in English and good knowledge of French.
