Project Finance and Administrative Assistant - G5(DC)

Introduction

This recruitment depends on award of the project/availability of funds.

The position is located in Chisinau, Moldova, under the ILO Decent Work Technical Support Team/Country Office for Central and Eastern Europe (DWT/CO-Budapest). DWT/CO-Budapest provides technical support and guidance related to the ILO Decent Work Agenda in 19 countries of Central and Eastern Europe (for more see www.ilo.org/budapest). 

The "Inclusive and Productive Employment in Moldova – Phase II" project financed by Switzerland supports the implementation of Moldova’s Decent Work Country Programme 2025-28. Its objective is to promote the creation of decent work for all in Moldova. This 48-month project addresses multifaceted challenges, including low labour force participation, persistent gender disparities, and high levels of employment in the informal economy. The project therefore takes an integrated approach to respond to these challenges, cutting across several technical areas: employment, enterprise development, transition to formality and social dialogue.

Working closely with the Ministry of Labour and Social Protection, the National Employment Agency (NEA) and social partners, the project operates at the macro, meso and micro levels. At macro level it supports the revision of the legal frameworks and the design of policies, including a new National Employment Programme and a gender-transformative National Formalization Strategy. At the meso level, it strengthens institutional capacities and facilitates sector-specific solutions. At the micro level, the project enhances productive employment through the effective decentralized implementation of the National Employment Programme via Local Employment Partnerships (LEPs) and the institutionalisation of the Sustaining Competitive and Responsible Enterprises Programme (SCORE) for enhanced productivity and working conditions in SMEs. 

The main purpose of the position is to provide necessary organizational, administrative and financial support to the project and the Project Technical Officer.

Reporting lines

The Project Finance and Administrative Assistant is expected to work closely with the Project Technical Officer, the National Project Officer, and the ILO National Coordinator for Moldova as well as the Programme and the Finance assistants and other relevant colleagues of the ILO DWT/CO-Budapest and Regional Office for Europe and Central Asia (RO-ECA).

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.
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.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 of five years of progressively responsible financial and administrative work.

Languages

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

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). 
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.