Project Support Assistant G4

Organizational Context

The Participation, Ownership and Sustainable Progress for Economic Resilience ( PROSPER ) project will promote local economic development (LED) in a participatory planning approach, involving persons in rural and indigenous communities, and particularly women and youth, while integrating the development of skills and entrepreneurship competencies and mainstreaming gender and environmentally sustainable practices to address the needs and challenges of communities. Project implementation will be in Toledo District, including some activities in Stan Creek. The Project Support Assistant provides administrative support to the project implementation, in line with established project plans and objectives. As a member of the project team, the Project Support Clerk is responsible for performing and completing administrative support services in an efficient, effective and client-centred manner. Reporting lines: The incumbent will work under the supervision of the National Project Manager. Technical support for the project will be provided by the ILO Specialists in various areas of project intervention as necessary. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services within processing timelines. Work assignments are generally carried out with the incumbent operating with direct supervision. Work is reviewed for feasibility of recommendations and correctness of end results.

Job Purpose

The Participation, Ownership and Sustainable Progress for Economic Resilience ( PROSPER ) project will promote local economic development (LED) in a participatory planning approach, involving persons in rural and indigenous communities, and particularly women and youth, while integrating the development of skills and entrepreneurship competencies and mainstreaming gender and environmentally sustainable practices to address the needs and challenges of communities. Project implementation will be in Toledo District, including some activities in Stan Creek. The Project Support Assistant provides administrative support to the project implementation, in line with established project plans and objectives. As a member of the project team, the Project Support Clerk is responsible for performing and completing administrative support services in an efficient, effective and client-centred manner. Reporting lines: The incumbent will work under the supervision of the National Project Manager. Technical support for the project will be provided by the ILO Specialists in various areas of project intervention as necessary. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services within processing timelines. Work assignments are generally carried out with the incumbent operating with direct supervision. Work is reviewed for feasibility of recommendations and correctness of end results. - 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. - General office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme. - Update information on project website and databases. Reply to queries and emails for information. - Maintain files, databases and official records related to project activities. Search and select relevant information and records for officials upon request. - Liaise/Request services from other work units inside or outside the office for completion of tasks. - Process all administrative arrangements for official travel, including travel authorizations, visas, and other required clearances. - Assist in calculating cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities. - Compile routine financial data and information for project-related activities. Enter data to classify and code transactions. - Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations. - Arrange payments of resource persons, such as Daily Subsistence Allowance. Draft payment-related correspondence, ensure follow-up and maintain records. - Perform other relevant duties as assigned.

Responsibilities

- 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. - General office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme. - Update information on project website and databases. Reply to queries and emails for information. - Maintain files, databases and official records related to project activities. Search and select relevant information and records for officials upon request. - Liaise/Request services from other work units inside or outside the office for completion of tasks. - Process all administrative arrangements for official travel, including travel authorizations, visas, and other required clearances. - Assist in calculating cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities. - Compile routine financial data and information for project-related activities. Enter data to classify and code transactions. - Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations. - Arrange payments of resource persons, such as Daily Subsistence Allowance. Draft payment-related correspondence, ensure follow-up and maintain records. - Perform other relevant duties as assigned.

Work Experience

At least four years’ experience in general office management and clerical support work.

Skills

LO Core Competencies All ILO staff members must demonstrate the following competencies: Integrity and transparency, Sensitivity to diversity, Commitment to learning and knowledge sharing, Customer focus, Communication, Commitment to change, Accountability for performance, Commitment to quality, and Collaboration. Other 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 multiple tasks. - 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 filing systems. - Ability to draft correspondence and correct documents in accordance with established standards. - Ability to work with accuracy and to pay attention to detail. - Excellent oral and written communication skills. - Customer service skills in order to provide courteous, prompt and efficient responses to clients. - Understanding of principles of non-discrimination and gender equality. - Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

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