Project Administrative Assistant

Introduction

This position is located in Tashkent, Uzbekistan, and reports to the ILO Decent Work Technical Support Team and Country Office for Eastern Europe and Central Asia (DWT/CO-Moscow). 

The project on Improving labour inspection and OSH systems in Uzbekistan (funded by Germany, BMZ) is designed to improve the labour inspection and occupational safety and health (OSH) systems of Uzbekistan through:
(a)    the alignment of national legislation and practices with the relevant International Labour Standards (ILS) on OSH, to foster the development of a national preventative OSH culture and the formulation and implementation of a sound policy, system and programme for OSH;
(b)    the alignment of national legislation and practices with the relevant ILS on labour inspection, to allow the State Labour Inspectorate to effectively carryout its mandate of promoting the improvement of working conditions, through the provision of technical advice and information, monitoring and enforcement of compliance with the legal provisions, and improvement of the labour legislation.
The project will be implemented in the framework of the Safety + Health for All Flagship Programme and will benefit from the strategies, tools and lessons learned from recently implemented projects in the framework of the Flagship Programme.

The project duration is until 31 December 2025, and this position is for the period of 1 year.

Reporting lines

The Project Administrative Assistant will work under the direct supervision of the Project Manager and will work closely with National Project Coordinator based in Tashkent.

The Director of DWT/CO for Eastern Europe and Central Asia is the Responsible Chief of the position.

Description of Duties

1. Serve as focal point for coordination of project implementation 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. Maintain project financial records locally and facilitate monitoring systems in close collaboration with Programme/Project Assistant in Moscow office to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports. 
3. Provide general office management assistance, handle administrative tasks, 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.
4. 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. 
5. Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.
6. Maintain an overview of the financial situation of the projects. Prepare and modify budget data as required.
7. Maintain and update relevant databases/records/registers/control plans on the status of projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes.  
8. Draft substantive correspondence on project/programme activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.
9. Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories. 
10. Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.
11. Provide guidance and training to, and monitor the work of, junior project/programme support staff as needed to ensure the smooth, uninterrupted implementation of the project/programs.
12. Process all project payments ensuring accuracy and documenting all financial transactions. 
13. Provide informal interpretation and translation.
14. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least five years of relevant work experience. 

Languages

Excellent knowledge of English and good working knowledge of Uzbek and Russian.

Competencies

• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitask. 
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
• Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs. 
• Accuracy and ability to pay attention to detail.
• Ability to search and retrieve information from databases and compile reports.
• Excellent oral and written communication skills.
• Customer service experience in order to provide courteous, prompt and efficient responses to clients.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.