Project Finance and Administrative Assistant

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The ILO operates in over 180 countries and has a workforce of approximately 3,400 employees. The organization is committed to promoting social justice and fair labor practices, and it works with governments, employers, and workers to achieve these goals.

Job Overview:
The Project Finance and Administrative Assistant will play a crucial role in supporting the administrative and financial management of the ILO's development cooperation project, which focuses on promoting safe employment pathways and fair recruitment practices. This project is supported by Immigration, Refugees, and Citizenship Canada (IRCC) and aims to enhance regular migration pathways and improve national migration policies in India. The assistant will be responsible for ensuring that project activities and outputs are delivered within the stipulated timeline, working closely with the Finance, Administration & Personnel team and under the supervision of the National Project Coordinator. The role requires a proactive approach to managing various administrative tasks, providing support for project-related missions, and ensuring compliance with established procedures.

Duties and Responsibilities:

• Serve as the focal point for coordinating project implementation administrative support activities, liaising with various organizational units to initiate requests and process administrative actions.
• Provide general office management assistance, handle administrative tasks, and offer guidance to staff regarding administrative procedures.
• Support project-related missions by preparing budgets, coordinating travel and lodging, and managing recruitment and payments for resource persons.
• Compile and prepare background information for briefing sessions, ensuring accuracy in outgoing communications.
• Maintain an overview of the project's financial situation, preparing and modifying budget data as necessary.
• Update relevant databases and records for monitoring and evaluation purposes.
• Draft correspondence and briefing notes related to project activities.
• Liaise with ILO constituents and donors for necessary clearances.
• Arrange meetings and take minutes. 1
• Process project payments and document financial transactions. 1
• Provide informal interpretation and translation as needed. 1
• Perform other relevant duties as assigned.

Required Qualifications:
Candidates must have completed secondary school education. Additionally, they should possess excellent organizational skills, the ability to prioritize tasks, and proficiency in computer software such as Microsoft Word, PowerPoint, Excel, and Adobe Reader. Strong communication skills, both oral and written, are essential, along with the ability to work effectively in a team and manage a heavy workload under pressure. Attention to detail and the ability to handle confidential matters with discretion are also required.

Educational Background:
The position requires candidates to have completed secondary school education. Further qualifications or certifications related to finance or administration may be advantageous but are not explicitly stated as mandatory.

Experience:
Candidates should have at least five years of relevant work experience in administrative and financial management roles. Experience in project management or within an international organization would be beneficial, as it would provide familiarity with the processes and procedures relevant to the ILO's operations.

Languages:
Excellent knowledge of English is mandatory, along with a good working knowledge of Hindi or any other Indian language. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
The position is a fixed-term contract for 12 months, with the possibility of extension based on various factors such as availability of funds and satisfactory performance. The entry-level salary for this position is INR 1,170,287.00 per year, subject to deductions for pension and medical. The ILO encourages diversity and inclusion within its workforce and welcomes applications from candidates of all backgrounds, including those with disabilities. It is important to note that the ILO does not charge any fees during the recruitment process and does not require bank account details from applicants.