Project Administrative Assistant G5

Introduction

The position is located in Chisinau, Moldova and it is part of the ILO Decent Work Team/Country Office for Central and Eastern Europe (DWT/CO-Budapest). The DWT/CO-Budapest provides technical support and guidance related to the ILO agenda in 19 countries of Central and Eastern Europe (for more see www.ilo.org/budapest). 

The purpose of this position is to support the implementation of the project in the country in close coordination with the national counterparts, notably the Ministry of Labour and Social Protection, the National Employment Agency (NEA), the Organization for Entrepreneurship Development (ODA) of the Ministry of Economy, the Ministry of Education, the local governments. and the Social Partners, and in collaboration with other relevant agencies and institutions. 

The project “Enhance Peace and Prosperity through Women’s Leadership and Inclusion (Women for Peace & Prosperity)”, a joint programme with UN Women financed by the Swiss Development Cooperation (SDC), aims to respond to key challenges facing women in the labour market, including access to childcare services, conditions of work, the gender pay gap, and gender stereotypes. It builds on past successes in promoting women’s leadership, economic resilience, and entrepreneurship, particularly in response to crises such as the conflict in Ukraine.
 

Reporting lines:

The Project Administrative Assistant reports directly to the National Project Coordinator and works in coordination with the ILO Decent Work Technical Support Team and Country Office for Central and Eastern Europe in Budapest (DWT/CO-Budapest). The ILO National Coordinator (NC) for Moldova acts as second-level supervisor. Cooperation and close coordination with the relevant ILO colleagues from programme and finance units in DWT/CO-Budapest will be required.

Description of Duties

1.    Serve as focal point for coordination of project implementation administrative support activities, involving liaison with various organizational units in Budapest and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.

2.    Provide general office management assistance, handle administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices. Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.

3.    Compile and prepare background information and tables for briefing and review sessions by identifying and consolidating data and relevant information on project activities. Clear outgoing communications for conformity with established procedures and accuracy before being signed by the supervisor. 

4.    Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.

5.    Maintain an overview of the financial situation of the projects. Prepare and modify budget data as required.

6.    Maintain and update relevant databases/records/registers/control plans on the status of projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes.  

7.    Draft substantive correspondence on project/programme activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.

8.    Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories. 

9.    Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.

10.    Provide guidance and training to, and monitor the work of, junior project/programme support staff as needed to ensure the smooth, uninterrupted implementation of the project/programs.

11.    Process all project payments ensuring accuracy and documenting all financial transactions. 

12.    Provide informal interpretation and translation.

13.    Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least five years’ experience in general office management and clerical support work.  Familiarity with United Nations’ administrative and financial procedures would be an advantage, as well as in monitoring finances and project reporting. Practical experience with standard office software packages and email required by the work unit (e.g., WORD, EXCEL, PowerPoint). Capacity to deal with confidential matters with discretion.

Languages

Excellent knowledge of English and of Romanian.

Competencies

–    Ability to organize own work.
–    Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitask. 
–    Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
–    Ability to obtain services from other work units inside or outside the office for completion of tasks.
–    Ability to work as a member of a team and manage a heavy workload under time pressure.
–    Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
–    Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
–    Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs. 
–    Accuracy and ability to pay attention to detail.
–    Ability to search and retrieve information from databases and compile reports.
–    Excellent oral and written communication skills.
–    Customer service experience in order to provide courteous, prompt and efficient responses to clients.
–    Ability to deal with confidential matters with discretion.
–    Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.