Overview
The Project and Finance Assistant will ensure the smooth functioning of project administration, office management, and operational support. The role involves providing management and administrative support to the project for successful implementation and delivery of outcomes.
Key Responsibilities
- Ensure smooth functioning of project administration, office management and operation support related functions.
- Process entitlements, issue contracts and maintain records and files.
- Advise and assist project staff with interpretation of administrative rules, regulations and procedures.
- Make travel and hotel reservations, prepare travel authorizations.
- Collect information from records and reports, compile socioeconomic and other relevant data, and draft summaries and reports on project activities.
- Search and select information and records for use in preparing reports, correspondence, technical papers, project or programme plans.
- Organize data and information, and prepare and maintain records, documents and control systems for monitoring and evaluation of project and programme implementation.
- Prepare draft notes, meeting minutes and the translation of relevant documents from English into Ukrainian and vice-versa.
- Participate in ILO activities when required and assist with workplan development.
- Provide 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.
- Prepare background information for use in programme and budget preparations and discussions.
- Participate in the organization of special meetings and coordinate administrative arrangements for workshops/seminars and trainings.
- Make travel arrangements, hotel reservations and prepare travel authorization forms.
- Liaise with relevant agencies and stakeholders 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.
- Perform any additional relevant duty as requested by the Project Manager and ILO CO-Kyiv Director.
Required 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.
Qualifications
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.
