Project Assistant - G5 (DC)

Introduction

The International Labour Organization Country Office for Zimbabwe (CO-Harare) based in Harare is seeking applicants to fill the above vacant post in its HIV and AIDS Unit. 

Background

Zimbabwe is currently developing its fourth generation Decent Work Country Programme (DWCP), which is anticipated to run from 2021 to 2024.  HIV and AIDS is one of the key response areas in this strategic framework for delivery of ILO support to countries.

The ILO is the lead UN agency for HIV and AIDS policies and programmes in the world of work and private sector mobilization. The ILO Programme on HIV and AIDS in the World of Work (ILOAIDS) is part of the Gender, Equality and Diversity & ILOAIDS Branch. It plays a key role in the HIV and AIDS global response through workplaces and world of work actors. HIV and AIDS is an integral part of the ILO’s Decent Work Agenda whereby the ILO contributes to the 2030 Agenda for Sustainable Development by supporting universal access to HIV prevention, treatment, care and support. The ILO mobilizes governments, employers’ and workers’ organizations through its tripartite structure and builds on a long-lasting experience in creating jobs, protecting the rights of workers, opposing discrimination and improving social protection, occupational safety and health. The work covers both formal and informal workspaces, in the public and private sectors.

Reporting Lines

Under the overall direction of the Director of the ILO Country Office, the Temporary Project Assistant will work under the general supervision of the HIV and AIDS National Programme Coordinator (NPC).

Description of Duties

The temporary Project Assistant will perform the following duties:

1. Process project administrative operations related to HIV and AIDS programming and Spotlight Initiative. Initiate requests, verify the conformance of project  standard terms of reference (TOR) in relation to project objectives, obtain necessary clearances, process and follow up on administrative actions.   Provide and gather information on administrative and financial matters
2. Review administrative and financial reports, proposals and expenditure data received from implementing partners to ensure that financial transactions, commitments and authorizations are in conformity with financial rules and regulations.
3. Assist the NPC in the preparation of reports on budget performance comparing approved budgets against actual expenditures and indicating any discrepancies.
4. 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.
5. Provide administrative support for the organization of seminars, workshops, meetings and other capacity building workshops.
6. Participate in missions to provide programming and administrative support, as required.
7. Respond to, or redirect to the most appropriate source, administrative queries on programme and budget. Provide general office management support, including drafting routine correspondence and communications related to programme and/or project administration, and attending meetings
8. 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 NPC for the preparation of the submission.
9. May be required to carry out specific operational and/or control tasks for programme and project implementation.
10. Perform other related duties as required.

Education

Completion of secondary school education.

Required qualifications

Completion of secondary school education supplemented by technical courses in a field related to programming or project management in Social Sciences, Law, Development studies, Economics, Accounting or other relevant fields.
 

Experience

Five years of clerical and/or office support work experience, including in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English

Competencies

• Strong commitment to personal professional integrity.
• Ability to work in a multi-cultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes
• Sound knowledge of office’s policies, administrative procedures and practices
• Excellent knowledge of financial rules and regulations
• Decision making and problem solving skills
• Excellent drafting skills, negotiation skills and organization and management skills
• Tact and persuasiveness in dealing with people.
• Demonstrated ability to effectively monitor work programmes and resources
• Good communication skills, both written and verbal
• Ability to work under time pressure and meet deadlines