Project and Finance Assistant - GS6 (DC)

Grade: G6 

Vacancy no.: DC/KYIV/GS/2024/02

Application deadline (midnight Kyiv time): 30 August 2024

Job ID: 12284 

Department: RO-Europe and Central Asia 

Organization Unit: CO-Kyiv 

Location: Kyiv   

Contract type: Fixed Term 

Contract duration: One year- renewable 

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.

• External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who have a valid residency status and work permit in Ukraine.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to [email protected].

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 23442 USD yearly.

Introduction

The position is located in the new ILO Country Office in Ukraine based in Kyiv. The Country Office continues the roll-out the different present projects while it implements the ILO Transitional Cooperation Strategy for Ukraine 2024-25.The Project and Finance Assistant  will be part of the project team implementing the project “ ILO Support to Ukraine – Prevention of Labour Exploitation and Human Trafficking, Support to Entrepreneurship Development and Social Partners” funded by the Government of Belgium. The project focuses on three strategic objectives:  1/ prevention of human trafficking and labour exploitation among refugees and internally displaced persons (IDPs); 2/ entrepreneurship development by establishing new start-ups and resuming existing business operations, targeting unemployed, internally displaced persons, and entrepreneurs who lost their businesses during the war; 3/ support to Employers' and Workers' Organizations. The position will support the successful implementation and delivery of the project outcomes. 

Reporting lines:

The position reports to the National Project Coordinator (NPC). The position will receive guidance and technical advice from the NPC and Finance Officer. 

Description of Duties

•    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. 

•    Assist in the drafting of 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.

•    Assist in the provision of 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 Kyiv-based 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 National Project Coordinator, CTA and ILO CO Kyiv Director.

Required qualifications

Education

Completion of secondary school education, supplemented by technical or university level courses in a field related to the work of the organization.

A specialized training in a field relevant to the work of the Organization and previous UN experience would be an advantage.

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.

Languages

Excellent knowledge of Ukrainian and English, both oral and written.

Competencies

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; 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.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

APPLY NOW