Agency:

Duty station: 

DEADLINE: 3 March 2022

Description of Duties

1. In coordination with relevant units and in liaison with Project team members, perform substantive and administrative support for the successful delivery of the project activities. This includes processing entitlements, issuance of contracts and maintenance of records and files.
2. Oversee management and administrative support services related to the Project. 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.
3. Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars, trainings under the Project.
4. Prepare correspondence, reports, evaluations and justifications as required on general administrative or other related tasks including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.
5. Brief and assist Project staff, experts and consultants on all aspects of administration related matters such as visa, licenses, securitycoordination, documentation and communication structures. Provide interpretation of administrative rules, regulations and procedures.
6. Review all incoming correspondence which requires action by the CTA; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various project personnel and other organizational unites/entities on the submission of reports and correspondence.
7. Prepare background information, detailed cost estimates, monthly, quarterly and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections as required.
8. Carry out all operations required for expenditures under technical cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
9. Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence related to budgetary matters to verify data, answer queries and obtain additional information.
10. Perform other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education.
 

Experience

Six years of progressively responsible administrative work. Similar experience with the United Nations Common System or an international organization, and knowledge of the relevant project and programme area and the Office’s operations would be an asset. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion.
 

Languages

Excellent command of Russian and a good knowledge of English.
 

Competencies

The following ILO core competencies are particularly important for this position:

Quality Orientation, Communication, Collaboration

Integrity and Transparency, Client Orientation, Sensitivity and Diversity, Orientation to Learning and Knowledge Sharing, Orientation to Change, Takes Responsibility for Performance.

Others:

Good knowledge of the purpose and functions of the technical programme and data as well as other offices and sectors which interact with the programme. Good knowledge of programme planning, implementation and evaluation principles, practices and procedures. Good administrative skills to provide programming support. Good analytical skills. Ability to reason and make sound judgements. Ability to work under pressure. High standards of ethical conduct and honesty.

• Knowledge of protocol
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
• 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.
• Thorough knowledge and understanding of complex administrative guidelines and procedures as well as the full range of administrative services within support areas such as HR, Finance and Procurement;
• Good knowledge of work of the office and the world carried out in other work units
• Ability to respond to requests from high-ranking officials and to deal with high-level visitors with tack diplomacy
• Ability to search and retrieve information from databases and compile reports;
• Excellent time management skills

FULL INFORMATION ON THE VACANCY AND APPLICATION PROCESS CAN BE FOUND HERE