Back Project Assistant - G5 (DC)

Grade: GS5

Vacancy no.: DC/SUVA/GS5/2022/08
Publication date: 03 June 2022
Application deadline (midnight local time): 09 July 2022

Job ID: 8322
Department: RO-Asia & the Pacific
Organization Unit: CO-Suva
Location: Suva
Contract type: Fixed Term

Contract duration: 12 months with the possibility of extension

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 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 ilojobs@ilo.org.

  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.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  *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.

  Introduction

  The Joint SDG Fund supports countries accelerate their progress towards the Sustainable Development Goals (SDGs) and deliver on their commitment to the 2030 Agenda to Leave No One Behind. The transformative nature of the 2030 Agenda hinges on all segments of society urgently coming together to launch sustainable and inclusive growth trajectories. The Fund supports partnership for five South Pacific countries between the ILO, ITU, UNESCO, UNODC, OHCHR and UNOPS.

  The International Labour Organization (ILO) Country Office for Pacific Island Countries in Suva focuses on the delivery of Agenda 8 outcomes in the South Pacific Small Island Developing States (PSIDS) with the promotion of sustained, inclusive and sustainable economic growth, full and productive employment and decent work for all.

  This joint project aims to simultaneously advance the development of foundations for digital economy, support economic diversification and build greater community resilience across the three dimensions of sustainable development (social, environmental, and economic) in five of the eleven ILO Pacific Island member States (Fiji, Solomon Islands, Tonga, Vanuatu, and Tuvalu). Particularly, (1) it strives to strengthen the capacity and resilience of workers and micro-, small- and medium-enterprises (MSMEs), focusing on women, youth and PWDs in the hard-hit sectors resulting from the impact of COVID-19 and natural disasters, supporting economic diversification that create decent jobs and building greater resilience of the economy; (2) it supports the underlying elements of the digital economy, formulate policy and regulatory environment for facilitating economic diversification, access and right to information, bridge the digital divide and improve access to digital services, equality and non-discrimination for vulnerable remote island communities.

  Description of Duties

  • Assist in monitoring the development plans and priorities, reports and other relevant information of project implementing partners with a view of identifying potential areas for cooperation.
  • Provide programming and administrative support to activities undertaken by the implementing partners and prepare briefs, periodical reports, and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.
  • Draft correspondence, memorandum, and reports on administrative matters in accordance with standard office procedures.
  • Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops and meetings.
  • Assist the Project Technical Officer in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.
  • Maintain an overview of the financial situation of the Project, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and re-phasing.
  • Assist the Project Technical Officer in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance related briefing materials for the Project Technical Officer for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support to the Project Technical Officer and coordinators for the preparation of the submission.

    Description of Duties

    • Provide information to project’s Implementing Partners on ILO administrative and financial procedures. Inform the Project Technical Officer of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address the problem in timely manner.
    • Provide interpretation and informal and formal translation.
    • Perform other duties as may be assigned by the Project Technical Officer and the Country Director.

      Required qualifications

      Completion of secondary school education (First level university degree is an asset).

      Experience

      Five years of progressively responsible administrative work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies in charge of policy making and with development partners would be an asset.

      Languages

      Excellent knowledge of English.

      Competencies

      • Knowledge of programme and budget and thorough understanding of wide range of administrative policies and procedures.
      • Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work.
      • Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
      • Ability to prepare preliminary reports and to draft correspondence.
      • Good communication skills, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner.
      • Ability to organize own work and to work independently as well as work in a team.
      • Ability to work under pressure and to meet the deadline.
      • Must demonstrate responsible behaviour and attention to detail.
      • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

        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.