Administrative Project Assistant

ILO Kosovo e1596493777952
International Labour Organization (ILO)
Publikuar
10/05/2022
Skadon
24/05/2022
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Vacancy no.: DC/PRISTINA/GS/2022/01
Publication date: 10 May 2022
Application deadline (midnight Pristina time): 24 May 2022

Job ID: 8333
Department: RO-Europe and Central Asia
Organization Unit: DWT/CO-Budapest
Location: Pristina
Contract type: Fixed Term

Contract duration: 1 year with a possibility of extension depending on funding availability

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment and eligibility criteria.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 15,568 Euro yearly.

Introduction

(general information about the context in which the official will work)

This position is located in Pristina, Kosovo* and is part of the ILO Decent Work Team/Country Office for Central and Eastern Europe (DWT/CO-Budapest). DWT/CO-Budapest provides technical support and guidance related to the ILO agenda in 18 countries of Central and Eastern Europe (for more see www.ilo.org/budapest).

Swedish International Development Cooperation Agency (SIDA) decided recently to fund a project on promoting decent work through strengthening occupational safety and health management in Kosovo*, which will be managed and implemented by the ILO with the support of UN Women for specific components.

The project has three main goals:

  1. Aligning OSH legislation with EU Directives and ILO conventions
  2. Aligning labour inspection system with relevant ILO standards and EU practices
  3. Enhancing OSH management system by strengthening knowledge management and capacity building

Reporting lines

The Project Assistant will work under the direct supervision of the ILO Project Coordinator and under the general guidance of the Senior Social Protection Specialist in DWT/CO-Budapest. The Project Assistant will also work closely with the Programme Assistant in DWT/CO-Budapest and as needed with colleagues form the LABADMIN/OSH Department in the ILO HQ

Description of Duties

  1. Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software.
  2. Provide secretarial and administrative support in for meetings, seminars and/or workshops organized under the project at national and/or regional levels. This may include making logistics arrangements, preparation of invitation letters and the typing, compilation and distribution of working documents and other material.
  3. Support the knowledge management duties of the project both within and outside the organisation and ensures effective email and website communication with the HQ, Regional and Country Offices.
  4. Maintain timely and orderly files 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. Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, visas, identity cards, driving licenses, security and other required clearances.
  7. Compile, calculate and prepare cost estimates and prepare documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.
  8. Prepare routine financial data and statements for the project-related activities. Enter data into computer by classifying and coding transactions.
  9. Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations.
  10. Arrange payment of resource persons, such as Daily Subsistence Allowance. Draft payment-related correspondence and ensure follow-up. May make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required.
  11. Maintain and update programme and project databases and filing system on the project. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
  12. Perform other duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education.

Experience

Three to four years’ general clerical experience. Practical experience on standard office software packages and email required by the work unit (e.g. WORD, EXCEL, PowerPoint).

Competencies

Among nine ILO core competencies, following competencies are particularly important for this position:

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

  • 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 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.
  • Knowledge of practices and procedures for preparing administrative documents and maintaining file system;
  • Ability to compose correspondence and correct documents in accordance with established standards;
  • Accuracy and ability to pay attention to details;
  • Excellent oral and written communication skills;
  • Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
  • Understanding of principles of non-discrimination and gender equality.

Languages

Excellent knowledge of the working language of the duty station and a good knowledge of English.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

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