Project Assistant - G4 (DC)

This position is currently advertised subject to the final confirmation of the resources being made available for this project from ILO Headquarters.

The position is located in Chisinau, Moldova, forming 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 18 countries of Central and South Eastern Europe (for more information see www.ilo.org/budapest).

The objective of the project is to support the national efforts to ensure safe and healthy workplaces in the context of the current global pandemic crisis and beyond. The project addresses the following imminent challenges:

1) Responses to the impact of the COVID-19 pandemic on the world of work: protecting workers from the risk of COVID-19;

2) Improved compliance with international labour standards: strengthening the institutional capacity of the State Labour Inspectorate as a competent authority to conduct integrated workplace inspections in compliance with ILO Conventions.

In response to these institutional and unprecedented challenges, the project will assist the tripartite constituents in ensuring decent and safe working conditions through effective labour inspections, including immediate workplace actions against the risk of COVID-19.

The expected project duration will be 15 months from July 2020 to September 2021.

The main purpose of the position is to provide support to a new ILO project in Moldova supporting national efforts to ensure decent and safe working conditions in times of COVID-19 crisis and recovery. The incumbent will provide administrative and logistical support to the implementation of the project, including the organization of capacity development activities and financial and operational monitoring of the project.

Reporting lines

The Project Assistant will work under the joint guidance and supervision of the Senior Social Protection Specialist of DWT/CO-Budapest, the National Project Coordinator, as well as the ILO National Coordinator in Moldova.

In the performance management framework, the National Project Coordinator will act as direct supervisor who will coordinate with the Senior Social Protection Specialist. The Director of the ILO DWT/CO-Budapest will act as higher level chief.

1. Provide general secretarial, administrative support to the project activities. 
2. Provide secretarial and organizational support to the ILO specialists and National Coordinator in project-related activities, such as meetings, trainings, conferences, and other events  organized under the project. Assist in the preparation of budgets of activities.
3. Assist in the drafting of notes, meeting minutes and the translation of relevant documents from English into Romanian and vice-versa. Participate in ILO activities when required and assist in work plan development.
4. Assist in the provision of financial and administrative information and liaise with the DWT/CO-Budapest with regard to administrative and financial issues.
5. Assist in arranging agendas for in-coming and out-going official missions, make appointments with project stakeholders, including logistical arrangements, clearances and secretarial assistance;
6. Make travel arrangements, hotel reservations and prepare travel authorization forms.
7. Collects necessary documentation for purchasing and contracting (e.g. supplier information, offers, ToRs)
8. Make arrangements for the procurement, shipment and receipt of office and Project supplies and equipment, including customs clearance.
9. Assist in the preparation of cost estimates by collecting necessary data and preparing respective forms.
10. Type a wide variety of correspondence, reports, tables and documents using word processing equipment, proofread and ensure that grammar, spelling and punctuation are correct. Make photocopies or scans as required.
11. Maintain and update project administrative files and official records.
12. Act as substitute Programme Assistant for the “Reactivating social dialogue for an effective Covid-19 response in Moldova and applying it to local job creation through Local Employment Partnerships” project when required.
13. Perform other duties as assigned by the supervisors.

Throughout the work, the incumbent must follow the ILO Standard Operational Procedures and Rules Concerning Covid-19 as well as the national rules on Covid-19.

Completion of secondary school education.

Three to four years’ general clerical experience. Practical experience on standard office software packages and email required by the work unit (e.g. WORD, EXCEL, PowerPoint).

Excellent knowledge of English as working language and the fluency of the national language.

• 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 multitasks.
• 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 file system;
• Ability to compose correspondence and correct documents in accordance with established standards;
• Excellent oral and written communication skills;
• Customer service to provide courteous, prompt and efficient responses to project partners.
• Understanding of principles of non-discrimination and gender equality

Among nine ILO core competencies, following competencies are particularly important for this position:

Communication, Collaboration, Orientation to Learning and Knowledge Sharing