Introduction

The ILO Country Office in Ukraine office implements a project ILO support to Ukraine, funded by the Government of Belgium addressing critical areas such as prevention of labour exploitation and human trafficking, entrepreneurship support, and capacity building for social partners.

The Project Assistant position based in Kyiv will ensure support to the National Project Manager in delivery of project’s outcomes.

The position will support the successful implementation and delivery of the project outcomes.

Reporting lines

The position reports to the National Project Manager The position will receive guidance and technical advice from the NPM, CO Finance Officer.

Description of Duties

1. Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files
2. 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. Liaise with the relevant agencies and the other stakeholders in order to prepare and/or conduct field missions.
3. Collect information from records and reports, and draft summaries and reports on project activities for correspondence. Search and select information and records in specified format or on the basis of general instructions for use in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.
4. Organize data and information, and prepare and maintain records, documents and control systems for the monitoring and evaluation of project and programme implementation.
5. Assist in the provision of 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 related to the ILO activities in Ukraine.
6. Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme.
7. Provide interpretation from English into Ukrainian and vice-versa for ILO missions to Ukraine and Kyiv-based ILO international staff, when required.
8. Provide secretarial and/or administrative support for missions, meetings, seminars and/or workshops.
9. Perform any additional relevant duty as requested by the National Project Manager, and ILO CO Kyiv Director.

Required qualifications

Education

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.

Experience

Six years of progressively responsible clerical 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.

Languages

Excellent knowledge of Ukrainian and English, both oral and written

Competencies

Technical competencies - Knowledge of rules and procedures related to the various components of the project and programme areas. Knowledge of the office’s operations. Knowledge of technical data and good administrative skills to provide programming support. Good knowledge of programme planning, implementation and evaluation principles, practices and procedures.

Ability to: work with word processing and spreadsheet software, as well as computer software packages required by the ILO; maintain records and prepare clerical reports and statements.

Behavioural competencies - The ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. Excellent trouble-shooting and problem solving skills; Ability to plan and organize own work, to work in a team and under pressure; excellent communication skills both in writing and orally; must demonstrate responsible behaviour and attention to detail. Must display high standards of ethical conduct. Must demonstrate honesty and integrity.