Administrative and Finance Assistant, SSTC

Description of Duties

1.    Assist with the planning and preparatory work of the project initiatives. Monitor status of project activities and receipt of documentation for review and approval, verifying that information is in compliance with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of project outcomes and deliverables and inform the supervisor of any discrepancies.

2.    Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the project, including on budgets, staffing levels and structures of the project, and other related topics or issues.

3.    Input complete data and process administrative actions on project delivery in the enterprise resource planning (ERP) system. Based on information in the ERP system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations. Distribute project documents to concerned parties upon approval of supervisor.

4.    Follow-up on administrative matters, including the timely submission of terms of reference (TOR) for external collaborators, confirmation of funds, and other required administrative actions.

5.    Provide administrative support for the organization of seminars, workshops, meetings, other events and project missions.

6.    Maintain and update databases. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries.

7.    Respond to requests for general information on project related matters.

8.    Keep abreast of changes to relevant project-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.

9.    Keep abreast of developments in the project countries which may have an impact on areas for ILO assistance and collaboration/development cooperation.

10.    Provide general office management support, including attending meetings and drafting correspondence.

11.    Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

Minimum of five years of office support work experience, including in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English. Working knowledge of the official national language of the duty station.

Competencies

–    Knowledge of programme and/or project administration.
–    Knowledge of results-based management (RBM).
–    Good knowledge of PC software (including word processor, spreadsheet and presentation
–    software) such as Microsoft Office.