Project Assistant

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Position Title: Project Assistant
Location: Johannesburg
Country: South Africa
Deadline Date: 23-FEB-2025

Job Details

Job Posting Organization:
UNESCO, the United Nations Educational, Scientific and Cultural Organization, was established in 1945 with the mission to promote peace and security" style="border-bottom: 1px dotted #007bff !important;">security through international cooperation in education, the sciences, and culture. With a presence in over 190 countries, UNESCO aims to build peace in the minds of men and women by fostering collaboration among nations. The organization operates in various sectors, including education, natural sciences, social/human sciences, culture, communication, and information. UNESCO is committed to promoting cultural diversity and sustainable development, and it employs thousands of staff members worldwide, working towards its goals in diverse cultural contexts.

Job Overview:
The Project Assistant position is integral to the successful implementation of the project titled 'Africa-Europe Partnerships for Culture: Promoting Culture and Heritage-based Sustainable Tourism in Southern Africa.' This project, funded by the European Union, aims to enhance cultural tourism and strengthen cultural production capacities across six Southern African nations: Botswana, Eswatini, Lesotho, Namibia, South Africa, and Zimbabwe. The Project Assistant will provide essential administrative and logistical support to ensure the smooth execution of project activities. This role involves close collaboration with various stakeholders, including EU Delegations, national authorities, and local communities, to promote regional integration and sustainable development through culture and heritage-based tourism initiatives. The Project Assistant will be responsible for organizing events, managing contracts, and ensuring timely communication and visibility for the project, thereby contributing to the overall success of the initiative.

Duties and Responsibilities:

• Provide comprehensive administrative support to the Project Coordinator and Project Communication and M&E Officer to facilitate effective project implementation across the six participating countries.
• Assist in the planning and organization of meetings, workshops, conferences, and other events related to the project, ensuring all logistical arrangements such as hotel bookings and transportation are efficiently managed.
• Draft Terms of Reference (TORs) for various service provider contracts supporting project activities.
• Prepare payment requests and follow up to ensure timely disbursement of funds to service providers.
• Develop and implement a tracking system for all contracts to monitor deliverables and report any delays to the Supervisor promptly.
• Collaborate with implementation partners to ensure timely submission of work plans, budgets, and procurement plans for the project.
• Participate in project meetings and workshops, taking minutes for accurate record-keeping.
• Support communication and visibility efforts by assisting in the production of communication materials, publications, and brochures.
• Maintain electronic and paper files for the project in compliance with the Organization's records management policy for audit and evaluation purposes. 1
• Undertake any other relevant activities as necessary for the effective operation of the project. 1
• Perform additional tasks as assigned by the Supervisor.

Required Qualifications:
Candidates must possess a Bachelor’s degree or Higher National Diploma in administration, project management, office administration, social sciences, or a related field. A minimum of 2 years of relevant professional experience in project management, office administration, or development work is required. Experience working on EU-funded projects is considered an advantage. Candidates should demonstrate strong analytical, problem-solving, organizational, and coordination skills, with the ability to manage a heavy workload and work under pressure while maintaining accuracy and attention to detail. Excellent interpersonal skills are essential for maintaining effective working relationships in a multicultural environment, along with good IT skills.

Educational Background:
The educational background required for this position includes a Bachelor’s degree or Higher National Diploma in relevant fields such as administration, project management, office administration, social sciences, or related disciplines. This educational foundation is crucial for understanding the complexities of project management and administrative functions within an international organization like UNESCO.

Experience:
The position requires a minimum of 2 years of relevant professional experience in project management, office administration, or development work. Candidates with experience in EU-funded projects will have an added advantage, as this experience aligns closely with the project's objectives and funding mechanisms. Familiarity with the operational procedures of international organizations, particularly the UN, is also beneficial.

Languages:
A strong command of English, both written and spoken, is mandatory for this position. This proficiency is essential for effective communication within the multicultural environment of UNESCO and for the preparation of project documentation and reports. While English is the primary language required, knowledge of additional languages may be considered an asset, particularly those relevant to the Southern African region.

Additional Notes:
The position is classified as a Project Appointment with a standard duration of one year. It is open to both internal and external candidates, but only nationals of South Africa or individuals with a legal right to live and work in South Africa are eligible to apply. The application deadline is set for 23-FEB-2025, and candidates must complete an online application through the UNESCO careers website. The selection process may include tests and assessments, as well as competency-based interviews. UNESCO emphasizes a commitment to diversity and encourages applications from under-represented groups, including individuals from minority and indigenous backgrounds, as well as persons with disabilities. The organization maintains a zero-tolerance policy against harassment and is dedicated to achieving gender parity and equitable geographical distribution among its staff.