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Project Administrative Assistant || UNESCO

  • Harare


DUE: 20 JULY 2023

Post Number : 6ZWSC0006PA
Grade : G-4
Parent Sector : Field Office
Duty Station: Harare
Job Family: Natural Sciences
Type of contract : Project Appointment
Duration of contract : 1 year
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 20-JUL-2023

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Initial duration of contract: 1 year with the possibility of extension subject to availability of funds and satisfactory performance

Only candidates who are entitled to work in Zimbabwe may apply to this position.

Under the authority of the UNESCO Regional Director for Southern Africa (ROSA), the overall supervision of the Regional Head of Natural Science Unit and the direct supervision of the National Project Coordinator, the incumbent will support the project titled “Strengthening local communities’ adaptive capacity and resilience to climate change through sustainable groundwater exploitation in Zimbabwe” funded by the Adaptation Fund.

The objective of the proposed project is to increase local communities’ adaptive capacity and resilience to climate change through sustainable groundwater utilisation for food security and other productive uses in rural areas of Zimbabwe. To achieve this, the project will implement starting at local to national levels. These include:

(i) Strengthening technical, institutional and human capacity for improved and sustainable utilization of groundwater at local and national level;

(ii) conducting comprehensive assessments of groundwater resources in two poverty-stricken and highly vulnerable sub-catchments of Lower Gwayi and Upper Save and develop sample plans for improving climate resilience through sustainable groundwater utilization;

(iii) Strengthening the capacity of water and land management institutions in Lower Gwayi and Upper Save sub-catchments by developing integrated catchment management plans that promote groundwater use whilst protecting groundwater resources;

(iv) Piloting and demonstrating concrete climate change adaptation measures based on sustainable groundwater utilisation by diversifying and strengthening the livelihoods of the most vulnerable population in Lower Gwayi and Upper Save sub-catchments; and

(v) Compiling and disseminating lessons learnt from the project to facilitate future upscaling and replication of good practices in groundwater extraction and management.

To support the day-to-day implementation of the project, the Project Administrative Assistant shall perform the following tasks:

Administrative Support
Provide substantive project support for the implementation and assessment of the Adaptation Fund Project
Support the preparation of annual work plans and the development of progress reports.
Coordinate and prepare documents necessary for the launch of procurement processes and draft contact terms of reference.
Initiate payment requests upon satisfactory completion and/or delivery of goods or services.
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.
Support programme staff with preparation of documents that may be needed for meetings, training and conferences ensuring external participants have requisite information and documents.
Responsible for meeting scheduling for programme staff, identification of locations and venues and keeping a record of all meeting proceedings.
Assist with drafting out-going correspondence for the programme team.
Establish and maintain a soft copy (e-filing) and hard copy filing systems to record all paperwork associated with the projects’ financial and administrative actions, for a complete and accurate audit trail.
Long Description

Financial management
Monitor budget expenditures and maintain a proper record of approved project budgets and their revisions.
Ensure effective and efficient project activities budgets, requesting for fund reservation for supporting programme implementation.
Ensure project activities acquittal reports are supported by original receipts, invoices or payment statements and timely submitted to the Finance and Administration Office and follow-up close of the activity/contract.
Ensure that all project related funds request and payments are accompanied by original supporting documents as per Financial Regulation and submitted to finance and administration office timely.
Maintain complete and accurate administrative records and contribute to the smooth running of the office by ensuring the provision and maintenance of project equipment, inventory of physical assets.
Undertake other project administrative support tasks as required.

The Ministry of Lands, Agriculture, Fisheries, Water and Rural Development is the executing partner and the project will be implemented for 4 years from June 2023 to June 2027.

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)

For detailed information, please consult the UNESCO Competency Framework.


Academic qualifications
Completed secondary, technical and/or vocational education.

Work Experience
At least 3 years of relevant work experience in project/programme implementation, reporting and administration.

Skills & Competencies
Professional integrity, tact, and diplomacy.
Excellent planning, organizational and coordination skills.
Excellent interpersonal and communication skills, including drafting skills.
Very good analytical and problem-solving skills, ability to deal with complex situations and to provide quality and timely support and services.
Ability to work efficiently under pressure and deliver under tight deadlines.
Strong service/client orientation.
Utmost discretion and ability to maintain confidentiality of data.
Good sense of judgement.
Proficient computer skills including Microsoft Office tools (Excel, Word, Powerpoint, Outlook..etc).

Excellent knowledge (oral and written) of English.


Training/course in one or more of the following disciplines: project management and administration.
A first degree in Business Studies or any program administration related fields.

Work experience
Relevant work experience in an international environment, i.e. an international organisation and/or the United Nations common System.
Experience in administrative support roles on donor funded development and/or in assisting programme implementation.

Skills & Competencies
Knowledge of budgeting and financial management.
Knowledge of financial/administrative practices, and relevant systems.

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.

The approximate annual starting salary for this post is 25,394.00 US $.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

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.

UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process

Click here to apply