Project Assistant - Parental Leave Replacement

Introduction

The International Labour Organization (ILO) is devoted to promoting social justice and internationally recognized human and labour rights, pursuing its founding mission that social justice is essential to universal and lasting peace. Today, ILO’s Decent Work agenda helps advance the economic and working conditions that give all workers, employers and governments a stake in lasting peace, prosperity and progress.

Since the establishment of the ILO office in Jerusalem in 1995, the ILO continues to support the Palestinian Ministry of Labour and social partners – the Palestinian General Federation of Trade Unions and the Federation of Palestinian Chambers of Commerce, Industry and Agriculture – in advancing decent work principles in tripartite social dialogue platforms, and the articulation of responsive and inclusive labour-related policy reforms in an environment that promotes economic and social development leading to decent work in conditions of freedom, equity, security, and human dignity.

As a team member, the official will provide a range of specialized programming and administrative support services for the coordination of programme and/or project implementation activities. The official will perform at a fully operational level and in an efficient, effective and client-oriented manner. The official will apply the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines.

The official will work under the supervision of the Representative of the ILO office in Jerusalem and direct technical supervision of the Programme Analyst. Supervision received is focused on the timeliness of process execution and the quality of outputs. The official will work with a moderate degree of independence. Work will be reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines. The official will be based in Ramallah and will perform the following tasks:

Description of Duties

1. Maintain project financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

2. Check, review, process and prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.

3. Prepare correspondence on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.

4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules before submitting to the Finance Unit.

5. Classify and assign budget codes, verify and process claims for payment, check payment vouchers, prices and claims invoices.

6. Provide administrative and financial backstopping support and guidance to project staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.

7. Consult with Finance Unit and project team on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.

8. Prepare recurring reports as scheduled and assist in preparing special reports for donor reporting, for budget preparation, audits or other reasons.

Description of Duties (continued)

9. Calculate and compile cost estimates and participate in budget analysis and forecasts as required.

10. Provide support, when necessary, in the preparation and running of project workshops and meetings.

11. Assist with the planning and preparatory work of the project activities. Monitor status of project outcomes and deliverables and inform the supervisor of any discrepancies.

12. Input complete data and process administrative actions on /or project delivery, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations.

13. Follow-up on administrative matters, including the timely submission of terms of reference (TOR) for external collaborators, confirmation of funds, and other required administrative actions.

14. Keep abreast of developments in the country which may have an impact on areas for ILO assistance and collaboration/development cooperation.

15. Prepares necessary documents for all procurement and tendering activities required for the project in line with the ILO Rules and Regulations. Identify contract modalities as per ILO Rules and Regulations.

16. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.

Experience

At least five years of progressively responsible financial and administrative work, including in programme and budget support work and project administration.

Languages

Excellent knowledge of English, and good working knowledge of Arabic.

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good analytical skills.
• Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).

Competencies (continued)

• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work on own initiative as well as a member of a team.
• Organizational skills.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. 

optional section (if needed)

Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.