Project Support Assistant

Introduction

Large mixed migration movements continue to top the global political agenda, as reflected in the 2016 UN New York Declaration, and remain at the forefront of concerns, discussions and collaboration across the multilateral system and beyond. These movements create considerable challenges for countries of first asylum, transit and destination, as well as countries of origin, including through impact on socio-economic environments, such as labour markets of host countries, particularly where these may have already been under pressure and there is high unemployment. The majority of refugee populations are hosted by low- and middle-income countries. As displacement has become increasingly protracted, responses are becoming more focused on durable solutions to support more dignified, inclusive and comprehensive programmes for refugees and the communities that host them to facilitate self-reliance and empowerment and strengthen social cohesion. 

In this context, the Government of the Netherlands has launched a new four-year partnership initiative built on the combined strengths, experience and values of specific development and humanitarian organizations to develop a new paradigm in responding to forced displacement crises. The partners include: the Government of the Netherlands, the International Finance Corporation (IFC), the ILO, the UNHCR, UNICEF and the World Bank. The Partnership aims to help transform the way governments and other stakeholders, including the private sector, respond to forced displacement crises – and in particular: (1) to enhance the enabling environment for the socio-economic inclusion of forcibly displaced persons (to mitigate their plight during years of exile and to best prepare them for their return); (2) to enhance access to education and child protection for vulnerable children on the move; and (3) to strengthen the resilience of host communities through inclusive socio-economic development that also benefits forcibly displaced persons. 

Within the policy and procedural requirements established by the ILO and the programme, Project Support Assistant will provide administrative support as well as support on budgetary issues by preparing purchase orders and undertaking all financial transactions in compliance with the ILO’s relevant rules and regulations. 

Reporting lines:  The Project Support Assistant will report directly to the Senior Programme Officer of the PROSPECTS Partnership Programme and will be under the guidance of the PROSPECTS Senior Finance and Administrative Assistant.  

Description of Duties

• Draft a variety of standard documents related to project activities (correspondence, tables, presentations, etc.) in conformity with the ILO requirements and using appropriate software.
• Draft standard correspondence with suppliers and reply to queries in relation to different procurement processes.
• Provide administrative and logistical support for meetings, seminars and/or workshops organized in or outside neva under the project. Ensure that venues are in good order for the meetings and keep stocks of materials needed for meetings.
• Maintain files, databases and official records related to project activities up to date. 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 external collaborators and participants of meetings, seminars and project-related activities.
• Compile routine financial data and information on technical backstopping, contracts and payments.
• Prepare and process transactions in IRIS including service contracts, implementation agreements, external collaborator contracts, travel requests and other purchase orders.
• Arrange payments of consultants and contractors, and draft payment-related correspondence, ensure follow-up and maintain records. This includes invoices from suppliers, implementing partners and external collaborators.
• Receive visitors and resource persons, provide information, and ensure that rules for access and handling of documents are observed.
• Provide support to different functions in the PROSPECTS global team (programme & operations, M&E, communications and knowledge management) in relation to programme implementation as requested.
• Perform other relevant duties as assigned.

Required qualifications

Education

• Completion of secondary school education.

Experience

• At least three years’ experience providing project administrative, finance and clerical support.

Languages

• Excellent knowledge of English and good working knowledge of French.

Source: https://jobs.ilo.org/job/Geneva-Project-Support-Assistant-G4-(50)-1200/1092576701/