Administrative Assistant - G4 (DC) 50% part-time

 

Grade: G4 

Vacancy no.: DC/Chisinau/GS/2024/01
Publication date: 11 February 2024
Application deadline (midnight Chisinau time): 6 March 2024

 

Job ID: 11603 
Department: RO-Europe and Central Asia 
Organization Unit: DWT/CO-Budapest 
Location: Chisinau   
Contract type: Fixed Term 

Contract duration: 2 years with possibility of extension 


 

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

 

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

 

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who have a valid residency status and work permit in the Republic of Moldova.

 

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

 

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A two-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

 

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 236025 Leu yearly.

Introduction

The position is located in Chisinau, Moldova and it is part of the ILO Decent Work Team/Country Office for Central and Eastern Europe (DWT/CO-Budapest). The DWT/CO-Budapest provides technical support and guidance related to the ILO agenda in 19 countries of Central and Eastern Europe (for more see www.ilo.org/budapest). 
The Government of Moldova is committed to an economic model that reduces dependency on carbon energy consumption, diversifies energy supply and is environmentally sustainable, as well as economically resilient and socially inclusive. This includes the promotion of energy from renewable resources, the reduction of greenhouse gas emissions and a shift towards a low-carbon and low-polluting economic production model. Evidence shows that the transition to a just and low-carbon and resource-efficient economy can lead to new jobs, spur diversification and smart-specialisation. However, a green and just transition is highly dependent on a workforce capable of using the technologies and applying the business processes needed for a greener economy. Experiences around the world show that the effective use of renewable energies often suffered from a lack of skilled workers. The provision of such trained workers relies on adequate initial Technical Vocational Education and Training (TVET), as well as the upskilling of existing workers through continuous training and lifelong learning. 
The project “Skills for an environmentally sustainable transition in Moldova”, financed by the Liechtenstein Development Service (LED) and the Austrian Development Agency (ADA), aims at developing occupational and qualification standards, curricula and teacher capacities for three crucial, in-demand occupations for the renewable energy sector. At the same time, it aims at generating the capacities in the sector for systematically analysing the skills needs for the green transition, to promote the piloting of gender-transformative Education for Sustainable Development into TVET and lifelong learning, to support the “greening” of TVET schools and to engender a National Dialogue on Education and Skills for the Green Transition. 
The purpose of this position is to support the technical implementation of the project in the country in close coordination with the national counterparts, notably the Ministry of Education and the Social Partners, with TVET schools and Centres of Excellence and in collaboration with other relevant agencies and institutions. 

 

Reporting lines

The Administrative and Finance Assistant reports directly to the National Project Coordinator and works in coordination with the ILO Decent Work Technical Support Team and Country Office for Central and Eastern Europe in Budapest (DWT/CO-Budapest), under the overall guidance of the Senior Skills and Employability Specialist of the ILO Budapest Office for Central and Eastern Europe. Cooperation with the relevant ILO colleagues from administration and finance department in DWT/CO-Budapest will be required. Through their work, they inform and support the ILO National Coordinator (NC) in the country.

Description of Duties

1.    Carry out general administrative and financial tasks and provide logistic support for the smooth functioning of project administration. Maintain office administrative files and official records. 

2.    Assist the Project Manager in the preparation of accounting records by recording receipts and disbursements and reconciling data for routine simple statements and recurring reports. Maintain project financial transactions and reporting system in accordance with the ILO rules and regulations. 

3.    Assist in the preparation of cost estimates by collecting necessary data; make travel arrangements and hotel reservations, and preparation of materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities. Timely process and completion for travel arrangements, including travel authorization, hotel reservations, arrangement of travel, visas and other required clearances. Identify shortfalls in delivery and bring them to the attention of management.

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

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

6.    Support the knowledge management duties of the project and ensure effective email and website communication with the HQ, Regional and Country Offices. Compile documentation for preparation of progress/ad hoc reports and evaluation reports. Maintain contact with project partners for verifying relevant financial and administrative information. 

7.    Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request. Regularly update lists of names, addresses and telephone numbers of contacts and partners relevant to the project; also maintain an inventory list of all project furniture, equipment and other items. 

8.    Prepare routine financial data and statements for all project-related activities. Maintain an overview of the financial situation of the project to ensure that timely administrative support is provided. Prepare and modify budget codes and budget data such as budget proposals, budget revision, and re-phasing. Handle disbursements from petty cash fund and maintain adequate records of such disbursements. 

 

optional section (if needed)

9.    Prepare and process transactions including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.

10.    Arrange payment of resource persons, such as Daily Subsistence Allowance. Draft payment-related correspondence and ensure follow-up. May make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required. 

11.    Coordinate and work closely with ILO staff in the office and based in different duty stations. 

12.    Perform other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education.

Experience

At least three years of general administrative/secretarial experience. Familiarity with United Nations’ administrative and financial procedures would be an advantage, as well as in monitoring finances and project reporting. Practical experience with standard office software packages and email required by the work unit (e.g., WORD, EXCEL, PowerPoint). Capacity to deal with confidential matters with discretion.

Languages

Excellent knowledge of Romanian and a good knowledge of English. 

Competencies

•    Ability to organize own work and take responsibility.
•    Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks. 
•    Proficiency in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and basic social media skills. Openness to learn using other software packages required by the Office.
•    Ability to obtain services from other work units inside or outside the office for the effective completion of tasks.
•    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.
•    Excellent oral and written communication skills in English and Romanian. Capacity to communicate effectively both orally and in writing. Ability to clarify information.
•    Customer service experience to provide courteous, prompt and efficient responses to internal clients and external partners.
•    Understanding and applying of principles of non-discrimination and gender equality.
•    Experience in projects related to education or sustainable development is considered an asset.


 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.