Project Finance and Administrative Support Assistant (50%)

Introduction

The position is located in the Gender, Equality, Diversity and Inclusion Branch (GEDI) within the Conditions of Work and Equality Department (WORKQUALITY). GEDI is responsible for promoting gender equality, inclusion and respect for diversity in the world of work, in an integrated and comprehensive manner.

This position will specifically serve the European Commission funded project ‘Promoting gender equality and work-life balance at work in Portugal’. The project aims to advance gender equality and work-life balance policies in the labour market in Portugal by strengthening the Government’s institutional capacity to monitor, enhance and implement key legislations, policy measures and practices. The project responds to the request of the Portuguese Ministry of Labour, Solidarity, and Social Security (MTSSS), specifically the Direção-Geral do Emprego e das Relações de Trabalho (DGERT) and the Comissão para a Igualdade no Trabalho e no Emprego (CITE). The initiative will support Portugal in addressing existing challenges in gender equality at work, including gender pay gaps, barriers to women’s leadership and unequal caregiving responsibilities. It will also contribute to enhancing business performance and competitiveness through promoting gender equality, improving employee retention, employer branding, and overall productivity, while ensuring effective implementation of policies that uphold workers' rights and reinforce international, national, and EU commitments to social sustainability and equality. To achieve these objectives, the project will deliver several key outputs, including a comprehensive review of Portugal’s gender equality and work-life balance legislation and policies, a comparative analysis of international good practices, and a final assessment with recommendations for strengthening policy and regulatory mechanisms. The initiative will also include capacity-building workshops (delivered by ITC-ILO) targeting key stakeholders such as policymakers and social partners, as well as a final dissemination event to promote knowledge exchange and ensure sustainable policy impact.

The Project Finance and Administrative Assistant will be responsible for managing the project’s administration and finances, ensuring that all financial transactions comply with ILO rules and regulations. The incumbent will work closely with the Technical/Programme Specialists and Officers based in Portugal and Geneva, and the Senior Programme and Operations Officer in Brussels to provide financial, administrative, and logistical support, contributing to the successful implementation of the project.

The incumbent will report directly to the Senior Specialist, Gender Equality and Non-Discrimination, of the Gender Equality, Diversity and Inclusion Branch under the overall supervision of the Branch chief. Collaboration will be foreseen with the ILO-Lisbon Technical/Programme Specialists and Officers.

Description of Duties

• General project administrative and logistic support for meetings, seminars, trainings and/or workshops organized under the project.
• Update information on project website and databases. Reply to queries and emails for information.
• Maintain files, databases and official records related to project activities. Search and select relevant information and records for officials upon request.
• Liaise/Request services from other work units inside or outside the office for completion of tasks.
• Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
• Assist in calculating cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities. 
• Compile routine financial data and information for project-related activities. Enter data to classify and code transactions. 
• Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations. These operations include: performing calculations; requesting funds; checking supporting and justifying documents; verifying payment claims, receipts and invoices. All transactions should be checked for completeness and compliance with relevant rules and procedures. Any inconsistencies should be identified prior to submission for final approval and signature.
• Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records. 
• Attend meetings concerning project implementation as necessary. 
• Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least four years’ experience in general office management and clerical support work. Prior experience in project financial and administrative work is desirable. 

Languages

Excellent knowledge of English.  A good working knowledge of Portuguese is desirable.

Competencies

•    Ability to organize own work.
•    Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multiple tasks. 
•    Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
•    Proficient with IRIS or other financial management software
•    Ability to obtain services from other work units inside or outside the office for 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 filing systems.
•    Ability to draft correspondence and correct documents in accordance with established standards.
•    Ability to work with accuracy and to pay attention to detail.
•    Excellent oral and written communication skills.
•    Customer service skills in order to provide courteous, prompt and efficient responses to clients.
•    Understanding of principles of non-discrimination and gender equality.
•    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.