Project Assistant - G5 (DC)

Introduction

In support of the achievement of the planned Decent Work Country Programme outcomes and the United Nations Sustainable Development Cooperation Framework (UNSDCF) (2021-25) in particular the Strategic Priority 1 “People and Prosperity”, CO-Beijing implemented in partnership with the European Union a project entitled “Improving China’s institutional capacity towards universal social protection.”  The project was implemented during the period 2019-2022 as a part of the EU-China Cooperation Programme on Employment, Social Affairs and Inclusion, which aims at supporting economic and social resilience in the EU by cooperating with China on sustainable and inclusive growth, decent jobs and social protection..Based on the good results of the first phase, the partners decided to give continuity to the project through a new phase.

The objective of the “Improving China’s institutional capacity towards universal social protection” Phase II is to support the reform of China’s national policies regarding social standards, including the strengthening of its social protection system and its alignment with international standards. It will also enhance the EU-China dialogues and cooperation on employment, social affairs and inclusion, in line with the external dimension of European Pillar of Social Rights and its action plan and the Commission’s Communication on Decent Work Worldwide (2022). This component is organized in the form of an ILO Extra budgetary Development Cooperation Project. The Project also contributes to ILO’s Global Flagship Programme on Building Social Protection Floors for All, notably by developing and sharing knowledge on pension adequacy and sustainability, extension of social protection to informal economy and non-standard forms of employment, and building a culture of social protection. It also contributes to achieving SDG 1.3 by supporting the development of sustainable social protection systems and floors, and contributing to universal social protection.

Reporting lines

The Project Assistant reports to the Project Manager (PM) and works under the general guidance of the National Project Coordinator (NPC) of the Project.

Description of Duties

a. Calculate cost estimates for project activities and monitor projected budget and expenditures. Prepare project budget revisions/budget rephrasing when required and submit to the senior team members for approval;

b. Check all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answers queries;

c. Make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required and prepare the project petty cash accounts for approval by the supervisor;

d. Prepare contracts and other administrative-related document in the ILO’s computerized financial system

e. Assist in ensuring the conformance of project terms of reference with workplans and set objectives.

f. Responsible for procurement process, i.e. project supplies and equipment’s. Arrange for control of distribution and establish/maintain appropriate inventory records.

g. Provide administrative/logistic support for capacity building, meetings, seminars and/or workshop, travel of project staffs and informal meetings

h. Establish and maintain project information systems (including paper and electronic filing systems) for administrative, financial, equipment, reporting and all other correspondence;

Required qualifications

1. Ability to effectively provide related support services to partner communities, government agencies, and institutions
2. Ability to reason and make sound judgments
3. Ability to work and communicate with people in a polite, gender-sensitive, courteous and cooperative manner and address colleagues, visitors and partners with tact and diplomacy
4. Must demonstrate a high standard of ethical conduct (honesty, integrity and loyalty to the Organization), and a high level of commitment to his/her job,
5. Shares knowledge – Shares important or relevant knowledge and information formally or informally; promotes knowledge transfer.

Education

Completion of tertiary school education, supplemented by a finance/administration diploma is the minimum requirement.

Experience

At least five years of experience in administrative and finance-related work. Previous work experience in the UN/international organizations and/or experiences with EU-funded projects in China will be considered an advantage.

Languages

Excellent command of English and of Mandarin 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.