Finance and Administrative Assistant

Introduction

ILO Country Office in India (CO-New Delhi) is implementing a development cooperation project entitled ‘Promoting safe employment pathways and fair recruitment practices project’ with support from Immigration, Refugees, and Citizenship Canada (IRCC). 

The project will contribute to reinforcing regular migration pathways and strengthening national migration/immigration policies and procedures by ensuring that employers from Canada and migrant workers of all genders from India benefit from skills comparability and recognition and fair recruitment practices. This will be pursued through the development of policy measures, tools and institutional capacity to advance the comparability and recognition of skills and qualifications and supporting public and private stakeholders to be aware of and comply with fair recruitment practices. The project will promote dialogue and exchange of information among relevant stakeholders in India and Canada which might lead to more structured forms of collaboration including through the development of Memoranda of Understanding.
The ultimate objective of this project will be the increased capacity of the host government migration and border management authorities based on national needs and priorities. Key results expected from the project are:
•    Measures (including policies, tools, and certification methods) developed by the government and participating stakeholders to advance the comparability and recognition of skills and qualification.
•    Participating public and private stakeholders implement fair recruitment practices.
The Project Finance and Administrative Assistant will work as a team member to support administrative and financial management of the project to enable delivery of project activities and outputs within the stipulated timeline. 

Reporting lines: 

The Project Finance and Administrative Assistant will perform her/his duties in close collaboration with the Finance, Administration & Personnel team (ADFIN) and under the direct supervision of the National Project Coordinator in ILO DWT/CO New Delhi, India.

Description of Duties

1.    Serve as focal point for coordination of project implementation administrative support activities, involving liaison with various organizational units in the field and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.

2.    Provide general office management assistance, handle administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices. Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.

3.    Compile and prepare background information and tables for briefing and review sessions by identifying and consolidating data and relevant information on project activities. Clear outgoing communications for conformity with established procedures and accuracy before being signed by the supervisor. 

4.    Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.

5.    Maintain an overview of the financial situation of the project. Prepare and modify budget data as required.

6.    Maintain and update relevant databases/records/registers/control plans on the status of projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes.  

7.    Draft substantive correspondence on project/programme activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.

8.    Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories. 

9.    Arrange internal and external meetings and appointments. Take well-written notes and/or minutes at meetings.

10.    Process all project payments ensuring accuracy and documenting all financial transactions. 

11.    Provide informal interpretation and translation.

12.    Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

 At least five years of relevant work experience. 

Languages

Excellent knowledge of English and good working knowledge of Hindi or any other Indian language.

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 multitask.
- Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
- 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.
- Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
- Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
- Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
- Accuracy and ability to pay attention to detail.
- Ability to search and retrieve information from databases and compile reports.
- Excellent oral and written communication skills.
- Customer service experience in order to provide courteous, prompt and efficient responses to clients.
- Ability to deal with confidential matters with discretion.
- Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required