Programme Assistant

tendersglobal.net

Job Description

As a team member, the incumbent provides a range of specialized programming and administrative support services for the coordination of programme and/or project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective, and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines.
Under the supervision of the Chief of the Regional Programming Unit (C/RPU) the incumbent provides senior level programming support and technical assistance to decent work team and DC project colleagues. The incumbent will work closely with the Finance colleagues as well as colleagues in headquarters (PROGRAM< BUD/CT and Partnerships in particular).
Duties:

General Administration and operation
Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
Advise and assist project staff with interpretation of administrative rules, regulations 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 supervisor.
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, reports and correspondence.
Brief and assist international staff, experts and consultants on all aspects of administration-related matters. Provide interpretation of administrative rules, regulations and procedures.
Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.
Prepare background information, detailed cost estimates, and periodic and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections, as required. Provide information upon request.
Carry out all operations required for expenditures various sources of funding in particular Regular Budget for technical cooperation, RBSA, and development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
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.
Provide guidance and supervise the work of junior administrative and/or other support staff.
Perform other relevant duties as assigned.
Coordinate RBTC Office modalities based on technical guidance and produce regular report and analysis for management decision.

Required qualifications:
Education:

Completion of secondary school education and formal training in relevant administrative area.

Experience:

At least seven years of progressively responsible administrative work with supervisory experience.

Languages:

Excellent knowledge of English and good working knowledge of Arabic.

Source: https://jobs.ilo.org/job/Beirut-Programme-Assistant/1048014101/

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