Project Support Assistant - G4 (DC) 1 1

Organizational Context

This position is based in Pristina, Kosovo* in the Decent Work Technical Support Team/Country Office (DWT/CO) Budapest. The position will be funded from the development cooperation project RER/24/03/ITA on employability of young people in the tourism sector. Kosovo’s HoReCa (hotel/restaurant/catering) sector has the potential of driving strong employment growth and local economic development, thereby contributing to the social inclusion of women, minorities, persons with disabilities, and young people and reducing incentives to out-migration. To realize this potential for more and better employment, key sector stakeholders need to work in partnership and overcome a set of complex and interconnected constraints that are embedded in the social, political, institutional and economic systems prevailing in Kosovo. The project will support key sectors’ stakeholders in addressing root causes that can be traced to both supply side and demand side factors, i.e. within the institutions that are responsible for providing relevant skills, competences (including entrepreneurial ones), and guidance to the workforce (supply side), and within the enterprises operating in the sector, where employers may not always be aware of concrete steps they can take to improve working conditions, retain talent, and increase productivity overall (demand side). As a team member, the incumbent provides support on administrative, logistical, and finance related tasks of the project. Reporting lines The position works under the supervision of the Senior Programme Officer in the ILO Pristina Duty Station. Internal contacts are with the project team, technical specialists and programme assistants in the DWT/CO-Budapest. External contacts are primarily with external collaborators and suppliers as well as with ILO constituents. * All references shall be understood under UNSCR1244

Job Purpose

This position is based in Pristina, Kosovo* in the Decent Work Technical Support Team/Country Office (DWT/CO) Budapest. The position will be funded from the development cooperation project RER/24/03/ITA on employability of young people in the tourism sector. Kosovo’s HoReCa (hotel/restaurant/catering) sector has the potential of driving strong employment growth and local economic development, thereby contributing to the social inclusion of women, minorities, persons with disabilities, and young people and reducing incentives to out-migration. To realize this potential for more and better employment, key sector stakeholders need to work in partnership and overcome a set of complex and interconnected constraints that are embedded in the social, political, institutional and economic systems prevailing in Kosovo. The project will support key sectors’ stakeholders in addressing root causes that can be traced to both supply side and demand side factors, i.e. within the institutions that are responsible for providing relevant skills, competences (including entrepreneurial ones), and guidance to the workforce (supply side), and within the enterprises operating in the sector, where employers may not always be aware of concrete steps they can take to improve working conditions, retain talent, and increase productivity overall (demand side). As a team member, the incumbent provides support on administrative, logistical, and finance related tasks of the project. Reporting lines The position works under the supervision of the Senior Programme Officer in the ILO Pristina Duty Station. Internal contacts are with the project team, technical specialists and programme assistants in the DWT/CO-Budapest. External contacts are primarily with external collaborators and suppliers as well as with ILO constituents. * All references shall be understood under UNSCR1244 - Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, letters, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software. This includes replying to all queries and emails requesting information on the project. - 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. This includes calculating cost estimates and compiling 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. - Conduct market research for procurement needs of the project. - Perform other work-related duties as assigned

Responsibilities

- Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, letters, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software. This includes replying to all queries and emails requesting information on the project. - 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. This includes calculating cost estimates and compiling 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. - Conduct market research for procurement needs of the project. - Perform other work-related duties as assigned

Work Experience

At least three years’ experience in general office management and clerical support work. Experience in assisting with the procurement of infrastructure equipment for public institutions is considered an asset.

Skills

- •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 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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