Project Assistant - G5 (DC)

(general information about the context in which the official will work)

Information on the programme and the project aligned with that contained in the project document (PRODOC), its overall objectives (no longer than two paragraphs). Reference to other relevant information, material or a website for project details is possible.

Brief summary on the main purpose or objectives of the position, not going into the duties (one or two sentences).

Brief description of the role and responsibility of the position.

Reporting lines

Reporting lines, including: (1) to whom the position is reporting (one position only); (2) which position will give technical guidance; and (3) the oversight responsibilities of the position if applicable. If relevant, collaboration lines can be indicated. 

Select duties below only those correspond to the needs of this position. Add specific duties if necessary. Duties should reflect the activities and processes required to achieve the key results within the project main objectives. Use short, concise sentences and action verbs, no jargons or acronyms. The max total number of duties should be 10 – 12.

1. Assist in monitoring the development plans and priorities, reports and other relevant information of project implementing partners with a view of identifying potential areas for cooperation.
2. Provide programming and administrative support to activities undertaken by the implementing partners and prepare briefs, periodical reports and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.
3. Draft correspondence, faxes, memoranda and reports on administrative matters in accordance with standard office procedures.
4. Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops and meetings.
5. Assist the NPC in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.
6. Maintain an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and re-phasing.
7. Assist the NPC in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance related briefing materials for the NPC for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the CTA and coordinators for the preparation of the submission.
8. Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the NPC of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address the problem in timely manner. 
9. Provide interpretation and informal and formal translation.
10. Perform other duties as may be assigned by the NPC and/or the Country Director.

Completion of secondary education.

Five years of progressively responsible administrative work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies in charge of policy making and with development partners would be an asset.

Excellent knowledge of the working language of the duty station and a good knowledge of English.

• Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
• Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work.
• Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. 
• Ability to prepare preliminary reports and to draft correspondence. 
• Good communication skills, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner.
• Ability to organize own work and to work independently as well as work in a team.
• Ability to work under pressure and to meet the deadline.
• Must demonstrate responsible behaviour and attention to details.