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Administrative Assistant

International Labour Organization

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Job Description

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Description

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The Government of Moldova is committed to an economic model that reduces dependency on carbon energy consumption, diversifies energy supply and is environmentally sustainable, as well as economically resilient and socially inclusive. This includes the promotion of energy from renewable resources, the reduction of greenhouse gas emissions and a shift towards a low-carbon and low-polluting economic production model. Evidence shows that the transition to a just and low-carbon and resource-efficient economy can lead to new jobs, spur diversification and smart-specialisation. However, a green and just transition is highly dependent on a workforce capable of using the technologies and applying the business processes needed for a greener economy. Experiences around the world show that the effective use of renewable energies often suffered from a lack of skilled workers. The provision of such trained workers relies on adequate initial Technical Vocational Education and Training (TVET), as well as the upskilling of existing workers through continuous training and lifelong learning. 
The project “Skills for an environmentally sustainable transition in Moldova”, financed by the Liechtenstein Development Service (LED) and the Austrian Development Agency (ADA), aims at developing occupational and qualification standards, curricula and teacher capacities for three crucial, in-demand occupations for the renewable energy sector. At the same time, it aims at generating the capacities in the sector for systematically analysing the skills needs for the green transition, to promote the piloting of gender-transformative Education for Sustainable Development into TVET and lifelong learning, to support the “greening” of TVET schools and to engender a National Dialogue on Education and Skills for the Green Transition. 
The purpose of this position is to support the technical implementation of the project in the country in close coordination with the national counterparts, notably the Ministry of Education and the Social Partners, with TVET schools and Centres of Excellence and in collaboration with other relevant agencies and institutions. 
The Administrative and Finance 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), under the overall guidance of the Senior Skills and Employability Specialist of the ILO Budapest Office for Central and Eastern Europe. Cooperation with the relevant ILO colleagues from administration and finance department in DWT/CO-Budapest will be required. Through their work, they inform and support the ILO National Coordinator (NC) in the country.
Duties:
  • Carry out general administrative and financial tasks and provide logistic support for the smooth functioning of project administration. Maintain office administrative files and official records. 
  • Assist the Project Manager in the preparation of accounting records by recording receipts and disbursements and reconciling data for routine simple statements and recurring reports. Maintain project financial transactions and reporting system in accordance with the ILO rules and regulations. 
  • Assist in the preparation of cost estimates by collecting necessary data; make travel arrangements and hotel reservations, and preparation of materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities. Timely process and completion for travel arrangements, including travel authorization, hotel reservations, arrangement of travel, visas and other required clearances. Identify shortfalls in delivery and bring them to the attention of management.
  • Draft standard correspondence, type and format of a variety of documents related to project activities (correspondence, reports, technical documents, meeting minutes, presentations) in conformity with the ILO requirements and using appropriate software. Ensure accuracy in orthography and grammar, and punctuality.
  • Provide secretarial and administrative support for meetings, seminars and/or workshops organized under the project at national and/or regional levels. This may include making logistical arrangements, preparing invitation letters and the typing, compilation and distribution of working documents and other material.
  • Support the knowledge management duties of the project and ensure effective email and website communication with the HQ, Regional and Country Offices. Compile documentation for preparation of progress/ad hoc reports and evaluation reports. Maintain contact with project partners for verifying relevant financial and administrative information. 
  • Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request. Regularly update lists of names, addresses and telephone numbers of contacts and partners relevant to the project; also maintain an inventory list of all project furniture, equipment and other items. 
  • Prepare routine financial data and statements for all project-related activities. Maintain an overview of the financial situation of the project to ensure that timely administrative support is provided. Prepare and modify budget codes and budget data such as budget proposals, budget revision, and re-phasing. Handle disbursements from petty cash fund and maintain adequate records of such disbursements. 
  • optional section (if needed)
  • Prepare and process transactions including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
  • Arrange payment of resource persons, such as Daily Subsistence Allowance. Draft payment-related correspondence and ensure follow-up. May make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required. 
  • Coordinate and work closely with ILO staff in the office and based in different duty stations. 
  • Perform other duties as assigned by the supervisor.
Required qualifications:
Education:
  • Completion of secondary school education.
Experience:
  • At least three years of general administrative/secretarial experience. 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 Romanian and a good knowledge of English. 

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