Open position: Project Assistant (MSPglobal 2.0) – Deadline 30 April 2023
OVERVIEW OF THE FUNCTIONS OF THE POST
The project ‘Supporting the global implementation of international marine/maritime spatial planning guidelines – MSPglobal 2.0’ is designed to implement some of the Actions of the Updated Joint Roadmap to accelerate Marine/Maritime Spatial Planning processes worldwide (MSProadmap 2022-2027). The MSProadmap is a joint initiative by IOC-UNESCO and the European Commission. MSPglobal 2.0 will contribute to target 14.2 of SDG14, i.e., sustainably manage and protect marine and coastal ecosystems, particularly through Marine Spatial Planning. At global level, the expected result is a pool of practitioners and stakeholders ready to support MSP. Tools will be co-developed with experts on topics such as data, climate change and restoration. Capacity development and awareness opportunities will be created through an online training, the 6th MSPforum and communication activities. At regional level, the project will focus on transboundary pilots in the Gulf of Guinea and the Western Pacific in order to provide support towards institutionally strengthened MSP processes.
Under the overall supervision of the Head of the Marine Policy and Regional Coordination Section, and the Direct supervision of the Project Coordinator, the Project Assistant will support the overall implementation of project’s activities in close consultation with the Project Coordinator, European Commission, Member States and collaborators.
In Particular, the incumbent will:
- Support the Project Coordinator in the day-to-day implementation of MSPglobal 2.0 work plan and budget based on Project Documents.
- Support all administrative (contractual, organizational and logistical) and all accounting (disbursements, recordkeeping, cash management) matters under the project, by:
- Supporting with the selection of suppliers and procurement of services/goods for the project in accordance with UNESCO requirements and procedures;
- Assisting with the arrangements of missions of project team as well as delegates and external individuals (tickets, accommodation, visa support, Daily Subsistence Allowance (DSA) and any other logistical issues that may arise);
- Acting on telephone inquiries, fax, post and e-mail transmissions, and coordinate appointments, where necessary;
- Assisting with the management of all project shipping matters, including liaising with appropriate channels, national governments and agencies on custom and duty charges;
- Assisting with follow up of deliverables and payment schedules;
- Helping with budget expenditures follow up by preparing and compiling payment documents for financial reports;
- Assisting with the monitoring of the project budget, efficiently and transparently, together with the Project Coordinator, and with due regard to ensuring full compliance with UNESCO rules, regulations, polices and strategies as well as with project specific requirements;
- Assisting AO/IOC and the Project Coordinator in preparing budget reporting to the European Commission;
- Supporting the preparation of budget revisions together with the Project Coordinator and AO/IOC for submission to the European Commission, if needed;
- Assisting in monitoring co-finance contributions from partner institutions and ensure appropriate record-keeping;
- Ensuring all project documentation (narrative reports, technical reports, minutes of meetings, etc.) are properly maintained in hard and electronic copies in an efficient and readily accessible filing system, for when required by project team, IOC, UNESCO and the European Commission.
- Support the Project Coordinator to ensure timely communication and feedback about project implementation between IOC-UNESCO and the European Commission. Such support would particularly focus on participate and act as secretary of the project’s Steering Group.
Technical Support to Project Activities
- Support the organization and implementation of all project activities such as online and face-to-face events under the lead of the Project Coordinator, where appropriate, by:
- Preparing, sending and answering logistical communications to participants;
- Helping to prepare host country agreements for face-to-face events, including facilitating in-house approval;
- Liaising with event venues on requirements for face-to-face events;
- Preparing platforms for online events;
- Supporting the project team to conduct online and face-to-face events;
- Preparing thank you letters to host countries, agencies, speakers, participants and others, as necessary;
- Supporting the compilation of event presentations as well as event reporting;
- Supporting the management of the MSPglobal Stakeholder Database;
- Support meetings and communication with beneficiary countries and partners/collaborators (internal and external to UNESCO);
- Support other members of the project team to ensure project outputs are achieved as identified in Project Documents and as advised and instructed by the Project Coordinator. Such support would particularly focus on assisting the Project Coordinator with Monitoring and Evaluation tasks, including the development of Narrative Reports to the European Commission as well as other reports (as requested) on the project.
- Support the Project Coordinator with the production of project outreach, translations and marketing materials in the languages of the project.
- Support the Project Coordinator in any other related activity that may be assigned.
- Support the Project Coordinator and the Head of Section on Marine Policy and Regional Coordination in other IOC-UNESCO activities related to the MSProadmap, such as those in the context of the GEF IW:LEARN project, the Ocean Action 2030 coalition of the High Level Panel for a Sustainable Ocean Economy (Ocean Panel) and the UN Decade of Ocean Science for Sustainable Development (Ocean Decade).
COMPETENCIES (Core / Managerial)
- Accountability (C)
- Communication (C)
- Innovation (C)
- Knowledge sharing and continuous improvement (C)
- Planning and organizing (C)
- Results focus (C)
- Teamwork (C)
- Professionalism (C)
- Completed secondary education and/or technical or vocational education in administration, finance, communications or a related field.
- Minimum three (3) years of relevant work experience in administrative and financial support or related field.
- Excellent coordination and organisational and negotiationskills;
- Excellent writing, editing, and oral communication skills in English;
- Demonstrated proficiency in use of finance modules of ERP, such as SAP;
- Demonstrated ability to conceptualize, analyse, compile and synthesize information in coherent and succinct formats;
- Demonstrated proficiency in Microsoft Office tools, including Microsoft Excel;
- High attention to detail with excellent time management skills and ability to work under tight deadlines;
- Ability to establish excellent working relationships within a multicultural team.
- Excellent knowledge (written and spoken) of English and good knowledge (written and spoken) of French.
- Completed tertiary education.
- Degree in business administration, finance, communications.
- An accredited general accounting designation is an asset.
- Demonstrated experience in administrative/financial support to European funded projects and/or other international projects/organizations.
- Familiarity or knowledge of the United Nations (UN) system and UNESCO administrative tools.
- Knowledge of another UNESCO official languages (Arabic, Chinese, French, Russian or Spanish).
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
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.
For more information click here.