Programme Assistant

Introduction

Under overall supervision of the Chief of the Regional Programming Unit (RPU), and with technical review by the Chief Technical Advisor of the development cooperation project on “Social dialogue for Formalization and employability in the Southern Neighbourhood Region (SOLIFEM), the incumbent provides a range of specialized programming and administrative support services for the coordination of development cooperation programme and project implementation activities of EU-funded SOLIFEM project, UAE funded project on cooperatives and RBSA project on women in managemet, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines, in particular with regard to those pertaining to development cooperation programmes/projects especially those in support of development cooperation projects.

Description of Duties

1. Assist with the planning and preparatory work of the Office’s work programme and in particular for the three development cooperation projects mentioned above.. Monitor status of project activities and deliverables, new proposals and receipt of documentation for review and approval, including purchase orders, contract preparation, initiating payment, etc. Verify that information is in compliance with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of programme and/or project outcomes and deliverables and inform the supervisor of any discrepancies.

2. Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the project activities, including on budgets, staffing levels and structures of programmes and/or projects, payment requests and other related topics or issues.

3. Input complete data and process administrative actions on project delivery in the enterprise resource planning (ERP) system. Based on information in the enterprise resource planning (ERP) system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations. Distribute project documents to concerned parties upon approval of supervisor.

4. Follow-up on administrative matters, including the timely submission of terms of reference (TOR) for external collaborators, confirmation of funds, and other required administrative actions.

5. Provide administrative support for the organization of seminars, workshops, meetings and other events, particularly those funded under the three projects mentioned above.

6. Maintain and update databases. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries, particularly with regard to the three development cooperation projects.

Description of Duties Continued

7. Respond to requests for general information on project related matters.

8. Keep abreast of changes to relevant programme-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required. Work closely with the Regional Administration Services Unit (RAS) on administrative, financial and human resource matters related to the three development cooperation projects

9. Keep abreast of developments in countries covered by the projects, which may have an impact on areas for ILO assistance and collaboration/development cooperation.

10. Provide general office management support, including attending meetings and drafting correspondence.

11. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of undergraduate degree of university.

Experience

Minimum of five years of 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 and Arabic. Knowledge of French would be an added advantage.

Competencies

• Knowledge of programme and/or project administration. Knowledge of results-based management (RBM).
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

• Ability to interpret and work within the applicable rules, regulations, policies and procedures. Ability to adapt quickly to new software and systems.
• Analytical skills and attention to detail.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non- discriminatory behaviour and attitudes.