Project and Finance Assistant - G6 (DC)

Organizational Context

The ILO Country Office for Ukraine is implementing its ILO Transitional Cooperation Strategy for Ukraine for 2024–2025 focusing on three pillars: i) Investing in People, ii) Creating quality employment and sustainable enterprises and iii) Improving labour market governance and social dialogue. Within the third pillar of the Strategy, the Office implements several projects, including those focusing on compliance with fundamental principles and rights at work throughout the reform process in Ukraine as well as those focusing on the promotion of inclusive and sustainable reconstruction in Ukraine through social dialogue. The new Project “Promoting Inclusive Labour Market Governance Reform in Support of Ukraine’s Reconstruction and EU Accession” scales up and consolidate these results by: 1) enable the tripartite constituents to make informed decisions concerning labour law and other labour market reforms in line with international labour standards and relevant EU Aquis through inclusive reform processes, and 2) improve their capacity to subsequently apply the newly adopted laws and policies. The initiative is funded by the European Union. The Project will introduce a position of a Project and Finance Assistant as part of the project team implementing the project in Ukraine to ensure successful implementation and delivery of the project outcomes. The position will be based in Kyiv, Ukraine, in the newly established ILO Country Office for Ukraine. Reporting lines The position reports to the ILO Project Manager, working in close cooperation with the team members, and the wider ILO Country Office. The incumbent operates with some operational independence in carrying out assignments while receives guidance on the administrative and logistical aspects of the duties from the Project Manager and the Finance Officer.

Job Purpose

The ILO Country Office for Ukraine is implementing its ILO Transitional Cooperation Strategy for Ukraine for 2024–2025 focusing on three pillars: i) Investing in People, ii) Creating quality employment and sustainable enterprises and iii) Improving labour market governance and social dialogue. Within the third pillar of the Strategy, the Office implements several projects, including those focusing on compliance with fundamental principles and rights at work throughout the reform process in Ukraine as well as those focusing on the promotion of inclusive and sustainable reconstruction in Ukraine through social dialogue. The new Project “Promoting Inclusive Labour Market Governance Reform in Support of Ukraine’s Reconstruction and EU Accession” scales up and consolidate these results by: 1) enable the tripartite constituents to make informed decisions concerning labour law and other labour market reforms in line with international labour standards and relevant EU Aquis through inclusive reform processes, and 2) improve their capacity to subsequently apply the newly adopted laws and policies. The initiative is funded by the European Union. The Project will introduce a position of a Project and Finance Assistant as part of the project team implementing the project in Ukraine to ensure successful implementation and delivery of the project outcomes. The position will be based in Kyiv, Ukraine, in the newly established ILO Country Office for Ukraine. Reporting lines The position reports to the ILO Project Manager, working in close cooperation with the team members, and the wider ILO Country Office. The incumbent operates with some operational independence in carrying out assignments while receives guidance on the administrative and logistical aspects of the duties from the Project Manager and the Finance Officer. - 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. - 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. - Collect information from records and reports, compile socioeconomic and other relevant data, 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. - Organize data and information, and prepare and maintain records, documents and control systems for the monitoring and evaluation of project and programme implementation. - Prepare draft notes, meeting minutes and the translation of the 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 related to the ILO activities in Ukraine - Prepare background information for use in programme and budget preparations and discussions and where relevant, provide guidance to admin assistants. - 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. Make travel arrangements, hotel reservations and prepare travel authorization forms. Liaise with the relevant agencies and the other stakeholders in order to prepare and/or conduct field missions. - Provide interpretation from English into Ukrainian and vice-versa for ILO missions to Ukraine and Kyivbased ILO international staff, when required - Support in drafting communication notes like press announcement or press release; make sure the ILO social media reflects updated news of the project. - Perform any additional relevant duty as requested by the Project Manager and ILO CO-Kyiv Director.

Responsibilities

- 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. - 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. - Collect information from records and reports, compile socioeconomic and other relevant data, 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. - Organize data and information, and prepare and maintain records, documents and control systems for the monitoring and evaluation of project and programme implementation. - Prepare draft notes, meeting minutes and the translation of the 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 related to the ILO activities in Ukraine - Prepare background information for use in programme and budget preparations and discussions and where relevant, provide guidance to admin assistants. - 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. Make travel arrangements, hotel reservations and prepare travel authorization forms. Liaise with the relevant agencies and the other stakeholders in order to prepare and/or conduct field missions. - Provide interpretation from English into Ukrainian and vice-versa for ILO missions to Ukraine and Kyivbased ILO international staff, when required - Support in drafting communication notes like press announcement or press release; make sure the ILO social media reflects updated news of the project. - Perform any additional relevant duty as requested by the Project Manager and ILO CO-Kyiv Director.

Work 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

Skills

Technical competencies: - Knowledge of financial and administrative 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; to administrate operations in Integrated Resource Information Systems; 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.

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