Programme Assistant

The main purpose of the position is to provide senior-level secretarial and administrative support to the office in planning, administering, and monitoring development cooperation projects, especially the project “Towards a safe and healthy working environment in North Macedonia”.

The Assistant provides senior level support for planning, budgeting, appraising, implementing, and monitoring of development cooperation (DC) projects managed by the office in Central and Eastern Europe. Work involves using the ILO’s Integrated Resource Information System (IRIS) which is the ILO’s central software for all financial and administrative transactions. The Assistant applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines.

Reporting lines:

The assistant works under the supervision of the Programme Officer of DWT/CO-Budapest. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters.

Description of Duties

• Ensure smooth functioning of the project administration in close collaboration with other administrative and operation support staff in the project through the provision of administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
• Brief and assist international staff, experts and consultants on all aspects of administration related matters in compliance with rules, regulations, policies and procedures.
• Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
• Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars, and trainings as required by the project/program. Prepare documents, briefing files and related materials. Take minutes.
• Maintain, contact and liaise with concerned technical units at Headquarters, ILO constituents, social partners’ organizations and UN agencies to discuss planned activities and resolve sensitive matters.
• Prepare, on own initiative, correspondence and reports, as required on general administrative or other related tasks including those of a confidential nature. Prepare periodic administrative statistics.
• Review all incoming correspondence which requires action; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various project/program personnel and other organizational units on the submission of reports and correspondence. Initiate requests, prepare draft standard terms of reference (TOR) in relation to programme and/or project conformance with work plans and set objectives, obtain necessary clearances, process and follow up on administrative actions, financial and travel transactions and resolve issues related to programme and/or project implementation.
• Process and examine project budget information and data in accordance with instructions, make necessary abstracts and computations and prepare budget projections. Prepare unit reports in accordance with the donor financial reporting requirements. Summarize information reflecting current obligations and future programme and budgetary implications. Prepare budget revisions based on consultation with Project Manager. Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
• Monitor donor reporting requirements and coordinate submissions with responsible project managers. Maintain and update database on the delivery of development cooperation portfolio administered by DWT/CO-Budapest and prepare analysis as requested.
• Perform other relevant duties as assigned.

Required qualifications

Education

• Completion of secondary school education. Training in an area related to general administration and office support.

Experience

• At least six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (EPR) system.

Languages

• Excellent command of English and Hungarian language. Working knowledge of other ILO official languages and/or central and Eastern European languages would be an advantage.

Source: https://jobs.ilo.org/job/Budapest-Programme-Assistant-G6/1152078101/