Project and Finance Assistant G6

Introduction

The position is located in the new ILO Country Office in Ukraine based in Kyiv. The Country Office continues the roll-out the different present projects while it implements the ILO Transitional Cooperation Strategy for Ukraine 2024-25. The Project and Finance Assistant will be part of the project team implementing the projects under the Pillar 3 of the ILO Transitional Cooperation Strategy contributing mainly to the ILO project “Promoting Compliance with Fundamental Principles and Rights at Work through the Reforms Process in Ukraine” funded by the Government of Canada. The project focuses on three strategic objectives:  1/ Hands-on expertise and policy advice on alignment of national legislation with the fundamental principles and rights at work; 2/ Improving internal capacity to apply, collect data and effectively report on the use of ILS; 3/ Awareness raising and exposure of national judges to international case law and peers' best practice on how to make use of ILS. 
The position will support the successful implementation and delivery of the project outcomes. 

Reporting lines:

The position reports to the ILO Project Manager. The position will receive guidance and technical advice from the Project Manager and the Finance Officer. 

Description of Duties

• Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
• Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
• Collect information from records and reports, compile socioeconomic and other relevant data, and draft summaries and reports on project activities for correspondence. Search and select information and records in specified format or on the basis of general instructions for use in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
• Organize data and information, and prepare and maintain records, documents and control systems for the monitoring and evaluation of project and programme implementation. 
• Assist in the drafting of notes, meeting minutes and the translation of the relevant documents from English into Ukrainian and vice-versa. Participate in ILO activities when required and assist with workplan development.
• Assist in the provision of financial and administrative information with regard to their implementation. Liaise with other agencies’ administrative focal points and maintain the budget up-to-date. Maintain records on programming activities for programme monitoring and evaluation purposes. Check that commitments and expenditures are charged to the correct budget line. Liaise with the CO-Kyiv and RO Europe and Central Asia with regard to administrative and financial issues related to the ILO activities in Ukraine. 
• Prepare background information for use in programme and budget preparations and discussions and where relevant, provide guidance to admin assistants.
• Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme. Make travel arrangements, hotel reservations and prepare travel authorization forms. Liaise with the relevant agencies and the other stakeholders in order to prepare and/or conduct field missions.
• Provide interpretation from English into Ukrainian and vice-versa for ILO missions to Ukraine and Kyiv-based ILO international staff, when required. 
• Support in drafting communication notes like press announcement or press release; make sure the ILO social media reflects updated news of the project.
• Perform any additional relevant duty as requested by the Project Manager and ILO CO-Kyiv Director.

Required qualifications

Education

Completion of secondary school education, supplemented by technical or university level courses in a field related to the work of the organization.
A specialized training in a field relevant to the work of the Organization and previous UN experience would be an advantage.

Experience

Six years of progressively responsible finance and/or administrative work, of which at least one year in programme support activities. Prior engagements in similar positions with UN and ILO projects would be given special consideration.

Languages

Excellent knowledge of Ukrainian and English, both oral and written.

Competencies

Technical competencies - Knowledge of financial and administrative rules and procedures related to the various components of the project and programme areas. Knowledge of the office’s operations. Knowledge of technical data and good administrative skills to provide programming support. Good knowledge of programme planning, implementation and evaluation principles, practices and procedures.

Ability to: work with word processing and spreadsheet software, as well as computer software packages required by the ILO; maintain records and prepare clerical reports and statements.

Behavioural competencies - The ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. Excellent trouble-shooting and problem solving skills; Ability to plan and organize own work, to work in a team and under pressure; excellent communication skills both in writing and orally; must demonstrate responsible behaviour and attention to detail. Must display high standards of ethical conduct. Must demonstrate honesty and integrity.