Project Assistant - G5 (DC)

Introduction

ILO is a UN specialized agency bringing together governments, employers and workers of 187 member States since 1919, to set labour standards, develop policies and devise programmes promoting decent work for all women and men. The ILO Country Office for China and Mongolia (CO-Beijing) works closely with the Chinese constituents, including the government, employers’ and workers’ organizations within the framework of Decent Work Country Programme (2021-2025) and United Nations Sustainable Development Cooperation Framework for the People’s Republic of China.

Reporting lines

The Project Assistant reports to the National Project Manager of Quality Apprenticeship and Lifelong Learning in China (Phase 2).

Description of Duties

1. Assist in monitoring the development plans and priorities, reports and other relevant information of project implementing partners with a view of identifying potential areas for cooperation.
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, faxes, 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. and provide logistics arrangements for conferences, seminars, workshops and meetings.
5. Assist the NPM in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.
6. 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.
7. Assist the NPM 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 NPM for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the NPM for the preparation of the submission.
8. Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the NPM 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. 
9. Provide interpretation and informal and formal translation.
10. Perform other duties as may be assigned by the NPM and/or the Country 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.

Languages

Excellent knowledge of English and Chinese

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.