Senior Project Assistant

Introduction

In December 2020, the ILO began the implementation of a Project to strengthen agricultural opportunities through training and technological investment (PROFIT). The three-year intervention aimed to improve the living conditions of 1,000 small producers in the Grand’Anse department of Haiti, due to the increase in sales of products (cocoa and breadfruit) with greater added value through their processing. Due to the success of the project. Phase II of this project began in February 2024.

The position to be hired aims to improve the fluidity of the administrative management of the PROFIT II project, accelerate the contracting processes and attend to the timely closing of contracts and implementation agreements from the Subregional Office in San José.

 REPORTING LINES

• The position will report to the Chief Technical Adviser (CTA) of the Project.
• Supervisory responsibilities will focus on supervising the G5 Project Assistant in Haiti.

Description of tasks

MAIN DUTIES:

• Perform the functions of a preparer in the Office’s Administrative System: Official Travel:
• 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), follow up on 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.
• Ensure that the corresponding terms of reference (TORs) have been reviewed and approved and that the funds are reserved.
• Prepare Purchase Orders (PO) for goods and services, external collaboration contracts, service contracts, implementation and grant agreements or others in the system, following the procedures and standards established in the Financial Regulations, Internal Governance Documents (IGDS) and internal controls established by the Office.
• Ensure that the POs have been finalized in a timely manner, in accordance with established standards.
• Provide support for the formulation of the work plan. Conduct information searches on defined topics and perform preliminary analyses to determine priority issues and potential technical assistance needs. Prepare terms of reference (TORs) related to the objectives of the program and/or project, obtain the necessary authorizations.
• Liaise with the technical units involved in headquarters, ministries, government offices, social partner organizations and UN agencies, for which the databases must be maintained and updated. Provide timely information to representatives of member states and other donors upon request.
• Keep up to date on the evolution of policies, procedures, guidelines, methods and work processes related to their functions in order to guide and train staff in the interpretation of rules, regulations and procedures that impact the performance of the program and/or project.
• Supervise the work of the staff under their charge.
• Provide administrative support for the organization of workshops, seminars, training sessions, among other types of meetings and activities of the program and/or project.
• Participate in budget analysis and projections to prepare reports on budget execution. Carry out all operations required to properly manage expenditures within the program and/or project funding. This includes preparing detailed cost estimates, making calculations, requesting funds, monitoring allocation and expenditure accounts and making adjustments to optimize the use of funds, reviewing supporting documents, verifying data, answering queries, obtaining additional information and making payments.
• Verify cash transactions, cash balances, bank statements, monthly reconciliation statements. I must ensure that all movements through the bank are supported by bank receipts.
• Perform other related tasks and/or functions assigned by the CTA, the National Project Coordinator and/or Country Representative.

Education

• Complete secondary education, preferably with technical studies in the administrative/accounting area.
• Knowledge of internal procedures for the preparation of administrative documents and forms and for the creation and maintenance of digital filing systems.

Experience:

• Six years of administrative work with progressive responsibility.

Advantage / Valuable / Desirable: 

• Experience supporting the implementation of technical cooperation projects and effective work with government entities or development partners.
• Knowledge of the area relevant to the programme and/or project.
• Thorough knowledge and understanding of complex administrative guidelines and procedures, as well as the wide range of administrative services in management areas such as Human Resources, Finance and Procurement. – Good knowledge of office work and the work performed by the ILO.

Languages

• Excellent knowledge of the Spanish language
• Intermediate level of French – Intermediate level of English
• Use of word processing software, spreadsheets and internet browsers, preferably in the Microsoft 365 environment
• Use of collaborative tools and for organizing virtual meetings.

Source: https://jobs.ilo.org/job/San-Jos%C3%A9-Asistente-Superior-de-Proyecto-G6-(DC)/1099205301/