Avis de recrutement : OIT recrute une Assistante administrative et financière au Mongolie.
Introduction
Since 2015, the ILO has supported the implementation of this strategy through the USDOL-funded project “From Protocol to Practice: A Bridge to Global Action on Forced Labour (The Bridge Project)”. The project contributed to increasing global efforts to eliminate forced labour by improving countries’ capacity to tackle the issue. The work undertaken in the Bridge pilot countries has contributed to draw some important lessons on what effectively works to tackle forced labour and ensure access to decent work opportunities for former victims. Still, a lot remains to be done, as the recent ILO Global Estimates demonstrate. The global tools and best practices developed need to be further disseminated to ensure further replication of good practices, including in Alliance 8.7 pathfinder countries.
The ILO therefore aims to build on these significant accomplishments and lessons learnt, through the implementing of a second phase of the project. Phase II of the Bridge Project will cover interventions at global level, regional level and in 5 priority countries, including Mongolia.
Reporting lines
The Finance and Administrative Assistant will work under the supervision of the National Project Coordinator (NPC), who is based in Ulaanbaatar and who implements and coordinates the Mongolian component of the Bridge Project. The Director of the ILO Country Office for China and Mongolia is the 2nd level supervisor. The Finance and Administrative Assistant may receive tasks from the Project Manager based in HQ. He or she is also expected to cooperate closely with the National Coordinator of the ILO in Mongolia who leads coordination of all ILO work in the country
Description of Duties
- Serve as focal point for coordination of project administrative support activities, involving liaison with various organizational units in the field and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions; 2. Provide general office management assistance, handle administrative tasks, and provide advice and guidance to staff with regard to administrative procedures, processes and practices. Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars; 3. Compile and prepare background information and tables for briefing and review sessions by identifying and consolidating data and relevant information on project activities. Clear outgoing communications for conformity with established procedures and accuracy before being signed by the supervisor; 4. Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management; 5. Maintain an overview of the financial situation of the project. Prepare and modify budget data as required; 6. Maintain and update relevant databases/records/registers/inventory/control plans on the status of projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes; 7. draft substantive correspondence on project activities and briefing nots; 8. liaise with concerned ILO constituents, partners and donors for required clearance. Maintain up-to-date directories. 9. Arrange internal and external meetings and appointments. Take notes and/or minutes at the meetings. 10. Provide information to project’s implementing partners on ILO administrative and financial procedures, inform the NPC of potential difficulties that may arise from the administrative and finance management capacity and competence of implementing partners to address problem in timely manner. 11. Ensure accuracy and document all financial transactions. 12. Provide informal interpretation and translation. 13. Perform other duties assigned by the director.
Education : Completion of secondary education.
Required qualifications
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
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.
Ability to interpret and work within the applicable rules, regulations, policies and procedures.
Ability to adapt quickly to new software and systems.
Analytical skills and attention to detail
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 Mongolian and English.
Competencies
- Knowledge of programme and budget and through 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 details.
- Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Apply now
Application deadline: 28/05/2023