Project Assistant - G4 (DC)

Introduction

Discrimination based on sexual orientation, gender identity, gender expression and sex characteristics is pervasive.  In 119 UN member states, national laws do not provide protection from discrimination in employment for LGBTI people.  Even in the 74 states where there is some form of legal or policy framework prohibiting discrimination on grounds of gender expression or sexual orientation, LGBTI people routinely face significant levels of discrimination in employment, including violence and harassment. Access to decent employment is a precondition for many forms of social inclusion: housing, health care, education, and social connection.  Lack of access to decent employment exposes LGBTI people to the risk of exploitative and dangerous forms of informal, forced labor, trafficking and further vulnerability compounds to poverty and ill health.

Brazil has a combination of an existing legal framework and a national policy and yet rates of active discrimination remains high– for example, Brazil leads the world in homicides of trans individuals. In this context PRIDE project aims to improve support for and expand a skills-based approach to employment for particularly vulnerable LGBTI populations; develop capacity for the realization of plans, policies and initiatives among government and civil society organizations, and enable LGBTI organizations, governments, workers’, employers’, and other organizations to adapt and apply evidence-based strategies and methodologies for greater economic inclusion of vulnerable LGBTI people.

PRIDE project addresses three key issues:
•    Ensuring that a successful approach to employment training for the most vulnerable lesbian, gay, bisexual, trans and intersex (LGBTI) population is standardized and more widely available both in terms of potential trainees and in occupations covered.
•    Building the capacity of government, employers’, workers’, civil society and LGBTI organizations to realize the objectives of the Brazilian National Action Plan on LGBTI employment; and
•    Disseminating models, methodologies, strategies, and the lessons learned and for replication in other countries.

The project builds on the success and achievements of a programme of employment training and workforce engagement for disadvantaged persons, adapting the learning to address the unique needs of transgender people seeking decent employment and self-employment. More broadly, the capacity building and leadership development elements of the project will create leadership opportunities for LGBTI individuals and organizations among worker and employer organizations and institutions.  

This project is be part of a broad area at ILO Office for Brazil that implement initiatives related to non-discrimination at work targeting people in a vulnerable situation.

In line with ILO conventions and fundamental principles and rights at work, women, afro descendants, indigenous people, LGBTI+ people, people with disabilities, etc., are encouraged to apply to the position.

    Reporting lines: 

Under the supervision of PRIDE National Project Coordinator and in close coordination with the Programme and Operations Units of ILO Brasilia Office, the Project Assistant will be responsible for supporting the execution of administrative/finance activities undertaken within the framework of the project. BRA/21/01/USA. The Project Assistant will be the main preparer in the ILO’s business operations system IRIS and other ILO managerial systems.
 

Description of Duties

1.    Assist in the preparation of cost estimates, collecting the necessary data and filling out the corresponding forms; 

2.    Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations, meeting minutes) in conformity with the ILO requirements and using appropriate software; 

3.    Provide secretarial and administrative support in/for meetings, seminars and/or workshops organized under the project at national and/or regional levels. This may include making logistics arrangements, preparation of invitation letters and the typing, compilation and distribution of working documents and other material;

4.    Maintain timely and orderly files, mailing lists and official records related to project activities. Search and select relevant information and records for officials upon request;

5.    Liaise/Request services from other work units inside or outside the office for completion of tasks;

6.    Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, visas, identity cards, driving licenses, security and other required clearances;

7.    Compile, calculate and prepare cost estimates and prepare documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities; 

8.    Prepare routine financial data and statements for the project-related activities and inputs for budget monitoring and revisions. Enter data into computer by classifying and coding transactions; 

9.    Support initial review of financial reports from implementing partners and sub awardees, providing timely advice in case of needed management action; 

10.    Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations, maintaining control over contracts’ terms and payments;

11.    Maintain and update programme and project databases and filing system on the project. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures;

12.    Maintain and adapt communication with partners and providers, informing about administrative processes and compliance requirements and;

13.    Perform other duties as assigned by the supervisor.

Experience and qualification

Education

Completion of secondary school education. Technical or university level courses would be an advantage.

Experience

Four years general clerical experience. Practical experience on standard office software packages and email required by the work unit. Previous working experience with gender equality and non-discrimination will be an asset. 

Languages

Excellent knowledge of the duty station working language(Portuguese) and basic knowledge of one working language of the Office (English or Spanish.)

Competencies

    Behavioural Competencies required:

Integrity and transparency, Sensitivity to diversity, Orientation to learning & knowledge sharing, Communication, Client orientation, Orientation to change, Takes responsibility for performance, Quality orientation and Collaboration.

    Technical Competencies required:
•    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 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;
•    Accuracy and ability to pay attention to details;
•    Customer service experience in order to provide courteous, prompt and efficient responses to internal clients; and
•    Understanding of principles of non-discrimination and gender equality.

    Technical Competencies to be developed during the contract:  
•    Knowledge of rules and procedures related to the various components of the project and programme area; 
•    Knowledge of the office’s operations; and
•    Develop an excellent command at least in one of the ILO official language.