Project-Program Support Assistant G4

Introduction

The position is located in Chisinau, Moldova and it is part of 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 Eastern Europe (for more see www.ilo.org/budapest).

The RBSA project, “Promoting the creation of quality employment and sustainable enterprises in the care and related sectors” contributes to strengthening the care sector in Moldova by providing affordable innovative services and promoting quality employment and sustainable enterprise creation in caregiving and related sectors. At the national level, the initiative will seek to influence policy and raise awareness on care-related topics. In addition, the initiative will focus on building a more gender-responsive environment for women entrepreneurs operating in targeted geographical areas in Moldova

The purpose of this position is to support the implementation of the project in the country in close coordination with the national counterparts, notably the Ministry of Labour and Social Protection, the National Employment Agency (NEA), the Organization for Entrepreneurship Development (ODA) of the Ministry of Economy, the Ministry of Education, the local governments. and the Social Partners, and in collaboration with other relevant agencies and institutions.

Reporting lines:

The Project Support  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). The second-level reporting line is to the national Coordinator for Moldova.. Cooperation with the relevant ILO colleagues from administration and finance department in DWT/CO-Budapest will be required. 

Description of Duties

1. Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software. Ensure accuracy in orthography and grammar, and punctuality.2. Carry out general administrative and financial tasks and provide logistic support for the smooth functioning of project administration. 

3. Reply to queries and emails for information.

4.    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. 

5.    Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
6.    Assist in calculating cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities. 

Compile routine financial data and information for project-related activities. 
7.    Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records. 

8.    Coordinate and work closely with ILO staff in the office and based in different duty stations. 

9.    Perform other relevant duties as assigned.
 

Required qualifications

Education

Completion of secondary school education.

Experience

At least 4 years’ experience in general office management and clerical support work. 
Familiarity with United Nations’ administrative and financial procedures would be an advantage.

Languages

Excellent knowledge of Romanian and a good knowledge of English.

Competencies

• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.