Project Assistant

Introduction

The ILO is a UN agency that brings together governments, employers’ / private sector and workers’ organizations (trade unions) from 187 member States, to set labour standards, develop policies and devise programmes promoting social justice and decent work for all women and men. The main aim of the ILO is to promote rights at work, encourage decent employment opportunities, enhance social protection and strengthen dialogue on work-related issues. The ILO approach on HIV and AIDS has been particularly effective and could serve as a model for addressing TB through a national workplace TB policy and program. Under the national AIDS program, the workplace response to HIV and AIDS has led to significant improvements in protecting the labour rights of people living with HIV, delivering comprehensive prevention through the workplace, and facilitating HIV testing and treatment services. The ILO has facilitated several key outcomes through its workplace HIV and AIDS programme in collaboration with the tripartite partners in the world of work. Leveraging these partners and engaging them to participate in the Challenge TB initiatives will be highly effective because of the linkages between the two issues and the potential for leveraging the existing infrastructure and partners of the national HIV workplace programme. The goal of this engagement it to facilitate adoption of TB and HIV policy framework in the world of work  by the Government of India,  Employers’ organizations, unions  and enterprises will help advance TB and HIV  awareness, diagnosis and treatment such that India can meet the goal of ending TB by 2025 – a goal adopted by the GOI-MOHFW and the National AIDS Control Programme in India 

The ILO is partnering with the International Fund for Agricultural Development (IFAD), Light for the World and Procasur through the project Sparking Disability Inclusive Rural Transformation to improve the lives of persons with disabilities in the rural economy. The aim is to enable them to become fully engaged in the agricultural sector, thus tackling poverty and delivering on the commitments of the SDGs and the UN United Nations Convention on the Rights of Persons with Disabilities (CRPD).  The project uses a systemic action learning approach to enable persons with disabilities to become fully engaged in the economic activities of selected agricultural and pastoral value chains, increasing their incomes and raising awareness on the potential, aspirations and needs of persons with disabilities by their communities and other stakeholders.  

The proposed position is expected to provide administrative support to the HIV-TB programme and the project ‘Sparking Disability Inclusive Rural Transformation to improve the lives of persons with disabilities in the rural economy’. 
 

Reporting lines

The Project Assistant will work under the overall guidance of the Deputy Director ILO DWT/CO New Delhi. The position will directly report to the  National Project Coordinator (NPC), HIV-TB in the world of work and the NPC for the project ‘Sparking Disability Inclusive Rural Transformation to improve the lives of persons with disabilities in the rural economy’  The incumbent will work in collaboration with the Programme focal point for disability and ADFIN unit in ILO DWT/CO New Delhi.  The incumbent is required to devote 75% and 25% of time, respectively, on the two projects. Main duties and responsibilities
 

Description of Duties

Under close guidance of the National Project Coordinators of the two projects,  the Project Assistant will have the following duties and responsibilities: 

1.    Assist in monitoring the project activities, developing plans and priorities, and preparing progress reports and other relevant information of the project including information of beneficiaries and implementing partners.  

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, 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.Provide logistics arrangements for conferences, seminars, workshops and meetings. Support in preparation of meeting documents, reports etc. 

5.    Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached. 

6.    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.

7.    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.

8.    Assist the NPCs 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 NPCs for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the coordinators for the preparation of the submission.

9.    Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the NPCs 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.  

10.    Provide interpretation and informal and formal translation.

11.    Perform other duties as may be assigned by the Director 
 

Required qualifications

Education

Completion of secondary education.

Experience

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.

Experience of working on Enterprise Resource Planning (ERP) modules such as procurement, travel, etc. 

Languages

Excellent knowledge English and good knowldege of Hindi. Knowledge of any indian regional language, braille, sign language, etc. would be an added advantage. 

Competencies

• 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.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.