Project 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, focusing on 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 diverse workforce dedicated to improving labor conditions and promoting social justice. The organization values diversity and inclusivity among its staff, welcoming applications from qualified candidates regardless of gender, disability, or other factors.

Job Overview:
The Project Administrative Assistant position is located in Chisinau, Moldova, and is part of the ILO Decent Work Team/Country Office for Central and Eastern Europe (DWT/CO-Budapest). This role is crucial for supporting the implementation of the project titled 'Enhance Peace and Prosperity through Women’s Leadership and Inclusion (Women for Peace & Prosperity)', which is a collaborative initiative with UN Women and funded by the Swiss Development Cooperation (SDC). The project addresses significant challenges faced by women in the labor market, such as access to childcare services, working conditions, the gender pay gap, and gender stereotypes. The Project Administrative Assistant will work closely with national counterparts, including various ministries and local governments, to ensure effective project execution and coordination. The position requires strong organizational skills, the ability to manage multiple tasks, and a commitment to promoting gender equality and women's empowerment in the workplace.

Duties and Responsibilities:
The duties and responsibilities of the Project Administrative Assistant include serving as the focal point for coordinating project implementation and administrative support activities. This involves liaising with various organizational units in Budapest and at headquarters to initiate requests, obtain necessary clearances, and process administrative actions. The assistant will provide general office management assistance, handle administrative tasks, and offer guidance to staff regarding administrative procedures. Responsibilities also include supporting project-related missions and activities, preparing budgets, coordinating travel and lodging for officials and participants, and taking notes at meetings. The assistant will compile and prepare background information for briefing sessions, draft status reports on project delivery, maintain an overview of the financial situation of the projects, and ensure accurate processing of project payments. Additionally, the role involves maintaining and updating relevant databases, drafting correspondence, arranging meetings, and providing guidance and training to junior staff as needed.

Required Qualifications:
Candidates must have completed secondary school education. A minimum of five years of experience in general office management and clerical support work is required. Familiarity with United Nations administrative and financial procedures is advantageous, as is experience in monitoring finances and project reporting. Proficiency in standard office software packages, including Microsoft Word, Excel, and PowerPoint, is essential. Candidates should demonstrate the ability to handle confidential matters with discretion and possess strong organizational skills.

Educational Background:
The educational requirement for this position is the completion of secondary school education. Additional qualifications or certifications in office management or administration may be beneficial but are not explicitly required.

Experience:
The position requires at least five years of relevant experience in general office management and clerical support. Experience within the United Nations system or similar international organizations is preferred, particularly in roles involving administrative and financial procedures, project reporting, and office management.

Languages:
Excellent knowledge of English and Romanian is mandatory for this position. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This is a fixed-term contract for one year, with the possibility of extension based on various factors, including the availability of funds and satisfactory performance. The entry-level salary for this position is 328,620 MDL per year. The ILO emphasizes the importance of diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process for external candidates is subject to specific local recruitment criteria, and candidates must have valid residency status and work permits in Moldova. The ILO does not charge any fees during the recruitment process and advises candidates to be cautious of fraudulent communications.