Description of Duties

• Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
• Advise and assist project staff with interpretation of administrative rules, regulations and procedures.

Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
• Collect information from records and reports, compile socioeconomic and other relevant data, and draft summaries and reports on project activities for correspondence. Search and select information and records in specified format or on the basis of general instructions for use in preparing reports, correspondence, technical papers, project or programme plans and general reference documents.

• Organize data and information, and prepare and maintain records, documents and control systems for the monitoring and evaluation of project and programme implementation.

• Assist in the drafting of notes, meeting minutes and the translation of the relevant documents from English into Ukrainian and vice-versa. Participate in ILO activities when required and assist with workplan development.
• Assist in the provision of financial and administrative information with regard to their implementation. Liaise with other agencies’ administrative focal points and maintain the budget up-to-date. Maintain records on programming activities for programme monitoring and evaluation purposes. Check that commitments and expenditures are charged to the correct budget line.

Liaise with the CO Kyiv and RO Europe and Central Asia with regard to administrative and financial issues related to the ILO activities in Ukraine.
• Prepare background information for use in programme and budget preparations and discussions and where relevant, provide guidance to admin assistants.
• Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme. Make travel arrangements, hotel reservations and prepare travel authorization forms.

Liaise with the relevant agencies and the other stakeholders in order to prepare and/or conduct field missions.
• Provide interpretation from English into Ukrainian and vice-versa for ILO missions to Ukraine and Kyiv-based ILO international staff, when required.
• Support in drafting communication notes like press announcement or press release; make sure the ILO social media reflects updated news of the project.
• Perform any additional relevant duty as requested by the National Project Coordinator, CTA and ILO CO Kyiv Director.

Required qualifications

Education

Completion of secondary school education, supplemented by technical or university level courses in a field related to the work of the organization.
A specialized training in a field relevant to the work of the Organization and previous UN experience would be an advantage.

Experience

Six years of progressively responsible finance and/or administrative work, of which at least one year in programme support activities.

Prior engagements in similar positions with UN and ILO projects would be given special consideration.

Languages

Excellent knowledge of Ukrainian and English, both oral and written.