DEADLINE: 12 February 2017

General accountability / Reporting lines

The Project Assistant will provide programme and administrative support to the activities under the technical cooperation project.

The incumbent will be supervised by the Chief Technical Adviser of the project.

The Director of DWT/CO-Moscow is the Responsible Chief of the incumbent.

Duties and responsibilities

1.   Responsible for good maintenance of projects’ administrative files and records. Search and select information and records in specified format or on the basis of general or specified instructions for use in preparing reports, correspondence, technical papers, project plans or programme plans and general reference documents.

2.   Maintain and update databases and records on project activities for monitoring, evaluation and other purposes.

3.   Process and examine project budget information and data in accordance with instructions, and make necessary abstracts and computations.

4.   Summarize information reflecting current financial commitments and possible programme and budgetary implications, deliver this information in a condensed form, upon instructions.

5.   Carry out all operations required for authorizing and effectuating expenditures under project budget. This includes making calculations, requesting funds, preparing drafts for supporting justifying documents and effectuating payments.

6.   Make travel arrangements, hotel reservations and prepare travel authorization forms for project-related missions and activities.

7.   Draft correspondence, faxes, memoranda and reports on administrative matters upon instructions, previous correspondence or other available information sources.

8.   Provide secretarial and/or administrative support to meetings and seminars. This includes preparing budgets, arranging and coordinating travel and lodging of participants, paying DSA, supporting recruitment of and payment to resource persons and drafting related correspondence.

9.   Detect, advise, respond, make arrangements and solve problems for the procurement, shipment and receipt of project supplies and equipment and households effects, including customs clearance. Issue shipping instructions to forwarding agents and suppliers, check shipping documentation, and determine and prepare insurance coverage. Prepare notification of dispatch and verify invoices.

10.Perform liaison duties with concerned ministries, implementing agencies and social partners (organizations of employers and employees) for required clearances.

11.Maintain, update and transmit inventory records of non-expendable equipment.

12.Perform other duties as requested by the supervisor or Responsible Chief.

Qualifications Required

Education: Completion of secondary school education.

Experience: Five years of related clerical and/or office experience, including record keeping and processing of information.

Languages: Excellent knowledge of Russian and good working knowledge of English.

Competencies:

Specific competencies include:Knowledge of rules and procedures related to the various components of the project area; Ability to use software packages required by the work unit. Proven typing abilities. Thorough knowledge of modern office procedures. Thorough knowledge of clerical practices and procedures, and knowledge of administrative practices. Knowledge of the subject matter and programme served. Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. Knowledge of protocol. Ability to reply in an appropriate manner to telephone and in-person inquiries. Ability to work well with colleagues. Ability to organize own work. Ability to evaluate correspondence and inquiries for best course of action. Ability to obtain services from other work units inside or outside the office for completion of tasks. Ability to search and retrieve information from databases and compile reports. Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs. Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority. Ability to deal with confidential matters with discretion. Ability to work in an international and multicultural environment.

Core competencies include: Integrity and transparency; Sensitivity to diversity; Orientation to learning & knowledge sharing; Client orientation; Communication; Orientation to change; Takes responsibility for performance; Quality orientation; Collaboration.

Full requirements and information can be found HERE. 

How to apply:

1) go to https://erecruit.ilo.org/public/index.asp

2) click on “Not registered? Registered here”

3) complete this page

4) click on “Submit this registration”

5) an e-mail confirming your registration will be sent to you

6) upon receipt, you can continue to complete the following pages of your CV

7) please print all pages of the CV in pdf and send a pdf file to applicationsmoscow@ilo.org indicating the title of the vacancy “Project Assistant"in the subject of your email.

8) In the email, please indicate how you have learned of this job opportunity

APPLICATIONS SHALL BE SUBMITTED IN ENGLISH

IN CASE OF QUESTIONS, PLEASE WRITE TO applicationsmoscow@ilo.org