Project Assistant

The post holder will be directly supervised by the National Project Coordinator for Peru, based in Lima, in close collaboration with the Multi-Country Project Coordinator (based in Bogotá) and the ILO Labour Migration and Labour Mobility Specialist based in Lima. 

It will also be supervised by the National Coordinator of the Digital Wages for Decent Work Project in Peru, based in Lima , in close collaboration with the Technical Expert of the Global Centre for Digital Wages for Decent Work and the ILO Specialist on Business, Cooperatives and Rural Development for Andean Countries.

Description of tasks:

• Assist in the planning and preparation of the Office’s work programme and/or project initiatives. Monitor the status of programme and/or project proposals and the receipt of documentation for review and approval, verifying that the information complies with applicable rules, regulations, policies, procedures and guidelines, as well as the status of the expected results and achievements of the programme and/or project and inform the supervisor in case of discrepancies.
• Support the monitoring of the implementation of activities carried out by project implementation partners and follow up on their requests, development plans and priorities or other relevant information to identify potential areas of cooperation. Keep abreast of developments in the country that may affect areas that need the assistance and collaboration of the ILO or its development cooperation projects.
• Perform duties as a preparer in the Office’s Administrative System: Official Trips:
• Prepare and settle travel authorizations (TT) following the procedures and standards established by the ILO in its Financial Regulations, Staff Regulations, Internal Governance Documents (IGDS) and internal controls established by the Office.
• Prepare Purchase Orders (PO), track them and send them to the travel agency, coordinate the issuance of the required airline tickets and, in case of modification, make the necessary changes in IRIS.

Purchase Orders (PO):

• Ensure that suppliers of goods and services, counterparties and external collaborators complete the “Supplier Form” and record the data to generate the supplier number in the system.
• Ensure that the relevant Terms of Reference (TORs) have been reviewed and approved and that funds are reserved.
• Prepare in the system the Purchase Orders (PO) for goods and services, external collaboration contracts, service contracts, implementation and grant agreements or others, following the procedures and standards established in the Financial Regulations, Internal Governance Documents (IGDS) and internal controls established by the Office.
• Ensure that POs have been completed in a timely manner, in accordance with established standards.
• Provide administrative and logistical support to organize events such as conferences, seminars, workshops, or other types of meetings, coordinate travel, obtain visas, reserve accommodation, among other related issues. Take notes and/or minutes at meetings  .
• Develop, maintain and update databases and internal information systems, conduct basic searches, consolidate information and prepare statistical summaries, tables, or other information on the status of the program and/or project.
• Maintain the registry of local and national actors updated with the implementation of project-specific activities.
• Write correspondence on administrative matters in accordance with standard office procedures and follow up as necessary. Assist in the preparation and updating of periodic reports. At the request of your supervisor and coordinators of the projects you assist, prepare surveys, presentations, etc. using the software provided by the office or other free internet applications.
• Keep abreast of changes in policies, procedures, guidelines and processes related to their functions and share information with programme and/or project staff and other stakeholders, providing additional clarification as needed. Respond to requests for general information on issues related to the programmes and/or projects to which they are associated, including the status of the budget, payments, authorisations, reimbursements or other related matters, as well as the execution of activities. Orient, train and monitor new or lower-level administrative staff, as necessary, to ensure the proper and uninterrupted execution of the project/programme.
• Monitor the proper use of funds in the activities of the projects to which it is linked, request the reconciliation of expenses, balances, payment statements and other data related to the use of the budget, prepare budget estimates and expenditure projections and report on the need to review and/or adjust the budget of the programs and/or projects if necessary. Prepare information material on the use of funds in relation to the activities carried out to support reporting to donors.
• Advise, respond, coordinate, and resolve issues for project procurement, shipping, and receiving of supplies and equipment, including customs clearance. Issue shipping instructions to freight forwarders and suppliers, verify shipping/clearance documentation, and determine and prepare insurance coverage. Prepare shipping notices and verify invoices. 
• Assume administrative responsibilities for projects, including monitoring the execution of the work plan and its budget . Support project staff in programming and preparing budget estimates and expenditure projections, analyzing the resource situation in relation to planned activities. Provide support and follow-up to the program budget to ensure that timely administrative support is provided in general and specific areas.
• Assume responsibilities for logistical support to project staff, counterparts and project consultants, coordinate travel, hotel reservations, etc. and provide logistics assistance in the organization of conferences, seminars, workshops and meetings.
• Maintain fluid coordination and articulation of your work with the regional administrative assistant in Bogotá, to ensure alignment and complementarity of work at the regional level.

Education:

• Complete secondary education
• Additional knowledge and/or training in labor market issues will be valued.

Experience:

• Five years of administrative and/or financial work of progressive responsibility.
• Experience in supporting the implementation of technical cooperation projects and effective work with government entities in charge of policy formulation and with development partners.
• Experience in administrative project management and working with women’s organizations will be an advantage
• Work experience in a United Nations System agency, a non-governmental organization, or international cooperation organization.

Languages ​​and IT:

• Excellent knowledge of the Spanish language.
• Basic knowledge of the English language.
• Use of word processing software, spreadsheets and internet browsers, preferably in the Microsoft 365 environment
• Knowledge and use of free tools such as Prezi, Survey Monkey, Canva, others
• Intermediate level of English.

Source: https://jobs.ilo.org/job/Lima-Asistente-de-Proyecto-IRCC-Y-SALARIOS-DIGITALES/1139640801/