Project Assistant G4

Introduction

The position is located in the new ILO Country Office for Ukraine based in Kyiv. The Kyiv country office will continue the roll-out of the different present projects, implement the ILO Transitional Cooperation Strategy for Ukraine 2024-25 and prepare the drafting of a future Decent Work Country Programme. For more see Ukraine | International Labour Organization (ilo.org).

In the framework of the Regular Budget Supplementary Account (RBSA) project, the ILO implements actions to achieve the Country Programme Outcome of Ukraine 151, “Non-discrimination strategies and measures implemented that prevent and address HIV, violence and harassment in the world of work and support the needs of persons with disabilities”. The project works on the (1) expansion of quality childcare services through the development and pilot-testing of replicable, flexible and affordable childcare service models; (2) the adoption of care legislation and policies; and (3) formalization of the care sector through the design and testing of a package to formalize individual nannies which will harmonize the legal framework with the ILS and the EU Directive on work-family balance. The intervention capacitates constituents to design and apply these models of intervention.

The incumbent will provide administrative and logistical support to the implementation of the project, including the organization of capacity development activities and financial and operational monitoring of the project.

Reporting lines

The project assistant will work under the supervision of the National Project Coordinator, CO-Kyiv in Ukraine. In the performance management framework, the ILO National Project Coordinator will act as direct supervisor who will coordinate with the Country Office Director. The Director of the ILO CO-Kyiv will act as higher-level chief.

Description of Duties

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments. 3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention. 4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the next level. 5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices. 6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance. Stay informed on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices. 7. Calculate and compile cost estimates and participate in budget analysis and forecasts as required. 8. Provide support in the preparation and running of project workshops and meetings. 9. Provide administrative support for seminars, workshops or meetings; including by handling Zoom/Teams organizational aspects and records; Make travel arrangements and hotel reservations, and preparation of materials for missions. 10. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

Four years of general administrative work and a good knowledge of administrative practices and procedures. Knowledge of ILO, other UN Agencies procedures and experience in administration of UN projects is considered an advantage. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies and stakeholders would be an asset.

Languages

Excellent knowledge of English and Ukrainian as working language, both oral and written.

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures. • Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. • Quick learner • Ability to maintain financial records and prepare accounting reports and statements. • Demonstrate responsible behaviour and ability to pay attention to detail. • Ability to deal with confidential matters with discretion. • Display high standards of ethical conduct. • Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) previous experience of working with supplier management systems would be a plus (i.e. SAP, 1-C, Oracle or such). • Ability to evaluate correspondence and inquiries for best course of action. • Ability to respond to work related inquiries in an appropriate manner. • Ability to obtain services from other work units inside or outside the office for completion of tasks. • Ability to communicate effectively both orally and in writing. • Ability to work on own initiative as well as a member of a team. • Organizational skills. • Ability to deal with people with tact and diplomacy. • Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

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Added 20 days ago - Updated 5 days ago - Source: jobs.ilo.org