Project Support Assistant

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Description

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The project employs a dual approach to improving working conditions in Kosovo: (i) enhancing the capacities of the labour inspectorate and social partners to address labour legislation compliance; and (ii) providing guidance and support to enterprises in applying better workplace practices and processes while also training their staff to enhance their productivity. This is not only important for ensuring the effective protection of workers, but also for improved productivity, competitiveness and access of SMEs to new markets and global supply chains. By investing in these areas, Kosovo can advance social and economic development by creating better working conditions and complying with international labour standards. As a team member, the incumbent provides support on administrative, logistical, and finance related tasks of the project.

Description of Duties

• Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, letters, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software. This includes replying to all queries and emails requesting information on the project.
• General office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme.
• Update information on project website and databases in close coordination with technical specialists and the Communication Officer in Budapest.
• Maintain files, databases and official records related to project activities. Search and select relevant information and records for officials upon request.
• Liaise/Request services from other work units inside or outside the office for completion of tasks.
• Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances. This includes calculating cost estimates and compiling 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. Enter data to classify and code transactions.
• Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
• Arrange payments of resource persons, such as contract settlements, partial payments, daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.
• Conduct market research for procurement needs of the project.
• Perform other work-related duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least three years’ experience in general office management and clerical support work. Experience in assisting with the procurement of vehicles and IT equipment is considered an asset.

Languages

Excellent knowledge of English and good working knowledge of Albanian. 

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