Introduction

The position is located in Budapest, Hungary, at 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 South Eastern Europe (for more information see www.ilo.org/budapest).

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. The office is looking for a temporary replacement of the current Senior Assistant initially for a period of 12 months starting from 1 March 2024.

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. The Assistant also supports the Programme Officer of DWT/CO-Budapest in monitoring the entire DC portfolio, especially reporting requirements and delivery rates. 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.

2. 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

1. Ensure smooth functioning of the project administration, office management and operation support related functions 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.
2. Brief and assist international staff, experts and consultants on all aspects of administration related matters in compliance with rules, regulations, policies and procedures.
3. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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.

Competencies

• Thorough knowledge and understanding of complex administrative guidelines and procedures as well as the full range of administrative services within support areas such as HR, Finance and Procurement.
• Good knowledge of work of the project /program and the work carried out in other work units.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• Ability to search, retrieve and compile information from a variety of sources.
• Ability to obtain services from other work units inside or outside the office for completion of tasks. Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
• Ability to manage a heavy workload under time pressure.
• Ability to coordinate the work of support staff.
• A high degree of discretion with a sense of responsibility in dealing with confidential matters.
• Interpersonal skills, tact and diplomacy when dealing with others
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.