Introduction

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

DWT/CO-Budapest provides technical support and guidance related to the ILO Decent Work agenda in 18 countries of Central and Eastern Europe, including Ukraine (for more see www.ilo.org/budapest). 
The project “Promoting Compliance with Fundamental Principles and Rights at Work Throughout the Reforms Process in Ukraine” assists the government, the social partners, and the judiciary to respect and apply the fundamental principles and rights at work, when developing and implementing new labour legislation. It promotes respect for labour rights as an integral part of recovery and reconstruction efforts.  This new project is funded by the Government of Canada. 
The incumbent will provide administrative and logistical support to the implementation of the Project, including organization of the capacity development activities, and financial and operational monitoring of the Project. 
 

Reporting lines

The Administrative assistant will work under the direct supervision of the National Project Coordinator. Technical guidance and overall coordination will be executed by the Senior Specialist on Social Dialogue and Labour Law from DWT/CO-Budapest, as well as the ILO National Coordinator for Ukraine. 
The Administrative assistant will report to the National Project Coordinator on fulfilment of responsibilities. The incumbent is expected to closely work with the ILO National Coordinator (NC) for Ukraine, the other ILO staff in the country, and the Programme Assistants at the ILO DWT/CO-Budapest.
 

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, provides translation of relevant materials from Ukrainian into English and vice versa. 

2.    Provide secretarial and administrative support 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 ensure 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 of travel arrangements, 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.    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. 

10.    Maintain and update programme and project databases and filing system on the project. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures. 

11.    Perform other duties as assigned by the supervisor.

Throughout the work, the incumbent must follow the ILO Standard Operating Procedures and Rules and security arrangements, valid for Ukraine.

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).

Languages

Excellent knowledge of Ukrainian and English, as the working languages required for performance of duties at the post.  

Competencies

• •  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;
•  •  Ability to interact with people with tact and diplomacy.