Consultant-Administrative and Finance Support

JOB DETAILS Type of contract : [[TypeOfPost]] Level : [[PositionGrade]] Hiring Unit : [[ParentsSector]] Duty Station : [[filter5]] Work location : [[WorkLocation]] Duration of contract : [[DurationContract]] Hiring open to : [[RecruitmentOpen]] Application deadline (Midnight [[custTimezone]] Time) : [[ClosingDate1]] UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism OVERVIEW UNESCO's Education Programme in the Pacific supports Pacific Island countries in strengthening inclusive, equitable, and quality education systems that promote lifelong learning opportunities for all. Working closely with governments, development partners, and communities, UNESCO provides technical assistance, policy advice, capacity development, research, and programme implementation across key areas including foundational learning, teacher development, technical and vocational education and training (TVET), gender equality, disability inclusion, climate-resilient education, digital learning, and education sector planning. Through regional and national initiatives, UNESCO contributes to building resilient education systems that respond to the unique needs and aspirations of Pacific learners and communities. In the implementation of its education programme activities, UNESCO works closely with education sectors across the Pacific region including ministries of education, national universities, qualification accrediting institutions, development partners, regional organisations and civil society organisations. To ensure effective coordination and implementation of its current programmes, UNESCO seeks to recruit a Temporary Staff to support specifically with programme operations. Under the overall authority of the Director of the UNESCO Regional Office for the Pacific States and the direct supervision of the Education Programme Officer, the short-term consultant will provide secretarial, administrative, finance and project implementation support to the Education Programme Team. Long Description To provide efficient administrative, finance and project implementation support to the Education Programme within a six-month period, contributing to the timely delivery of key education projects through organised project coordination support, preparation and maintenance of complete financial documentation and records, effective records management, and clear documentation of meeting, /workshops proceedings, decisions and follow-up actions. ASSIGNMENTS The consultant’s performance will be assessed against the timely completion, accuracy, completeness and quality of the outputs described below, under the guidance of the supervisor. 1. ADMINISTRATIVE SUPPORT • Help maintain an organised implementation calendar or progress tracker of programme activities, deadlines, visits and meetings, and update it regularly as guided by the supervisor. • Assist with logistical arrangements for meetings including the ECE Reference Group meetings, workshops and other events, including venue coordination, attendance lists, materials and refreshments where required, ensuring preparations are completed before the activity date. • Support staff travel by obtaining travel quotes, prepare travel cost analysis, compiling travel documentation, following up on ticketing arrangements, and supporting other travel-related administrative arrangements. • Assist with maintaining contact lists, office supplies records and basic inventory updates under supervision. 2. FINANCE SUPPORT • Support finance documentation, including organizing invoices, receipts, payment records and supporting documents for each payment or financial transaction assigned. • Support vendor registration processes by collecting required documents, checking completeness, and processing registrations in line with UNESCO procedures. • Assist with initiating contracting processes by compiling draft Terms of Reference, required supporting documents, budget information, approvals, vendor or consultant details, and other relevant documentation for review and submission in line with UNESCO procedures. • Support workshop financial acquittals by compiling invoices, receipts, attendance records, signed payment sheets and other supporting documents, and ensuring documentation is complete and properly filed after each activity. • Support the preparation of documentation related to workshop financial processes, such as transport allowance payouts, including preparation of participant payment lists, compilation of signed receipts and supporting documentation and preparation of summary reports for review of the project responsible officer and the administrative unit. • Work closely with the Ministry of Education finance sector to support timely follow-up and coordination regarding financial documentation and payment-related processes. 3. PROJECT IMPLEMENTATION SUPPORT • Support the coordination of project meetings, including scheduling, preparing agendas, compiling materials, taking notes and maintaining attendance records for each assigned meeting, and follow up on agreed commitments. • Support the coordination of logistics for project events, workshops and trainings, including participant registration, venue and catering arrangements, obtaining quotations, compiling supporting documents, and assisting with the preparation and filing of payment-related documentation after each event. • Assist with basic data collection, organization and analysis to support project monitoring, implementation tracking and decision-making, ensuring information is accurate, clearly presented and filed appropriately. • Support the preparation of project implementation updates, progress notes and reporting inputs by compiling information, checking completeness and formatting documents within timelines agreed with the supervisor. Long Description CONTRACT MODALITY AND PAYMENT This assignment is structured as an individual consultancy contract for temporary assistance to provide administrative, finance and project implementation support. Payment shall be made in accordance with UNESCO procedures and subject to the satisfactory completion of deliverables specified in the Terms of Reference accompanied by monthly reports and supporting documentation, which will be reviewed by the supervisor to confirm acceptance in line with contract terms and conditions. Training and guidance will be provided throughout the assignment. Special Consideration The Consultant shall provide technical, administrative and project implementation support only. All financial approvals, certifications, commitments, authorizations, disbursements and other accountable financial functions shall remain under the authority of duly authorized UNESCO personnel. LEARNING, VALUES AND PROFESSIONAL CONDUCT • Participate in induction, on-the-job training and regular guidance sessions to build confidence and understanding of UN office procedures. • Demonstrate integrity, honesty, respect, humility, patience, confidentiality and devotion to assigned responsibilities. • Show willingness to learn, ask questions, accept feedback and improve work quality over time. • Manage time responsibly, balance competing work priorities, and communicate early when support or clarification is needed. • Respect family obligations and personal well-being while maintaining reliability, professionalism and accountability at work. Long Description CONTRACT DURATION The assignment will be issued as a UNESCO Individual Consultant Contract for a period of six (6) months. Long Description DELIVERABLES • Education Programme projects implementation calendar, and implementation progress tracker developed, maintained and updated regularly throughout the assignment. • An organised and indexed Education Pr