Project Support Assistant G4 (50%)

Introduction

The ILO Productivity Ecosystems for Decent Work programme, funded by the Swiss State Secretariat for Economic Affairs (SECO) and the Norwegian Agency for Development Cooperation (NORAD) is a 4year global technical cooperation programme that enhances productivity and working conditions in enterprises in emerging economies. It is located in the Micro, Small and Medium Enterprises (MSME) Branch of the Enterprises Department, and is implemented in collaboration with the ILO’s Employment Department. A global team in ILO Headquarters oversees overall programme implementation with country components operating in Ghana, South Africa and Viet Nam currently. 

As a member of the global Productivity Ecosystems for Decent Work team, the Project Support Assistant provides a variety of support services to help the project operate in an efficient and effective manner. The position will support the programme operations in target countries through a range of duties, including correspondence preparation, document preparation, compiling project financials, website maintenance, database maintenance, meeting support, travel, and/or registry. The incumbent is required to use standard office equipment and the ILO’s organisational resource planning and finance system (IRIS) to process transactions. Work is governed by the ILO’s established rules, regulations, policies, procedures and guidelines governing operational areas. 

Reporting lines:  The position works under the supervision of the Global Programme Coordinator in the MSME Branch. Supervision focuses on the quality and timeliness of the delivery of work assignments, however, the Project Support Assistant will work with some degree of operational independence and will work regularly with the entire Productivity Ecosystems for Decent Work team.  

Description of Duties

1. Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software. 
2. General office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme.
3. Update information on project website and databases. Reply to queries and emails for information.
4. Maintain files, databases 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. Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
7. 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. 
8. Compile routine financial data and information for project-related activities. Enter data to classify and code transactions. 
9. Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.    
10. Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records. 
11. Support the maintenance of the project website by uploading new publications and making basic changes to the webpage.
12. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least three years’ experience in general office management and clerical support work.

Languages

Excellent knowledge of one working language (English or French), and good working knowledge of the other.

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.
• 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 gender-sensitive behaviour and attitudes are also required.