Project Assistant

OVERVIEW

Parent Sector : Education

Duty Station: Port Sudan, required to travel when needed within Sudan

Type of contract : Service Contract

Level : SC-04

Duration of contract : 1 year with possibility of extension.

Recruitment open to : Internal and external candidates 

Application Deadline (Midnight Duty Station Time) : 30 December 2025

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

OVERVIEW OF THE FUNCTIONS OF THE POST

Under the overall delegated authority of the Representative and Head of Office – UNESCO Sudan Office and under the direct supervision of the National Programme Officer, the SC holder is expectedt following tasks:

• Provide specialized, comprehensive support to programme and project implementation in a timely, accurate, and proactive manner, in line with the Organization’s HR, administrative, and financial rules, regulations, policies, procedures, and guidelines, with a high level of attention to detail and accuracy.
• Follow up on the implementation of project plans and report any updates, amendments, or issues to the Project Manager.
• Support the organization of meetings, workshops, and events, including arranging logistics, coordinating follow-ups, and maintaining proper filing and records.
• Coordinate and facilitate activities according to approved plans, ensuring timely invitations, participation of targeted stakeholders, and smooth implementation of meetings, workshops, and events.
• Compile reports, summaries, and minutes of meetings, capturing agreed action points and recommendations, and ensure timely sharing with the Project Manager and relevant stakeholders.
• Collect, tabulate, and share data from project activities and support the preparation of presentations and other reporting materials.
• Report regularly to the Project Manager and promptly escalate any risks, challenges, or delays.
• Support project visibility, communication, and media coverage.

Long Description

• Ensure that all project documentation is properly maintained, organized, and accessible, and assist project teams with information management, scheduling, and planning of project activities.
• Provide administrative support, including:
• Coordinating with the Administration Office to ensure all operational and administrative requirements are met. 
• Supporting the preparation of Terms of Reference (ToRs) and contracts for consultants and suppliers, and following up on payments against deliverables.
• Ensuring contractors’ deliverables are received on time and that payments and commitments are processed according to agreed timelines.
• Maintain effective and timely communication with all relevant stakeholders and partners through appropriate channels, including email and messaging platforms.
• Perform written and verbal translation between Arabic and English, under the supervision of the Project Manager, including support during meetings, workshops, and events with international participants.
• Ensure the Office is kept informed and copied on all official communications with counterparts, stakeholders, experts, and project teams.
• Support and facilitate national and international experts in preparing for missions, meetings, and workshops, including agendas, schedules, participants, and discussion points.
• Assist the Project Manager with calendar management, meeting arrangements, and regular updates on project activities.
• Perform any other duties as assigned in support of project implementation.

COMPETENCIES (Core / Managerial)

Short Description

Professionalism (C)

Accountability (C)

Communication (C)

Teamwork (C)

Innovation (C)

Knowledge sharing and continuous improvement (C)

Planning and organizing (C)

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REQUIRED QUALIFICATIONS

Education 

• Completed secondary education, technical or vocational education.

Work experience

• A minimum of three years of work experience in administrative support and/or project/programme implementation assistance.

Competencies

• Excellent communication and coordination skills.
• Excellent organizational and planning skills.
• Capacity for accuracy and attention to detail in preparation of correspondence and documents.
• Good interpersonal skills, discretion, good sense of judgement and capacity to deal efficiently and tactfully with people of different cultural backgrounds.
• Cooperative behaviour and attitude to work in a team successfully.
• Excellent IT skills with proficiency in the use of MS Office (Outlook, Word, Excel. PowerPoint, etc.).
• Ability to work under pressure and flexibility to adjust work schedules and priorities.
• Willingness to help colleagues achieve their deadlines.

Languages

• Excellent knowledge of English and Arabic.

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