Project Support Assistant

Introduction

The International Labour Organization is a specialized agency of the United Nations. It is the only tripartite UN agency – bringing together government, employer and worker representatives to elaborate labour standards and policies and promote decent work in different parts of the world.

The International Labour Organization ILO works in Palestine to promote decent work, social justice and inclusive labour market development through cooperation with its tripartite constituents. The ILO’s work focuses on strengthening labour market institutions, supporting employment creation and enterprise development, promoting social protection, enhancing occupational safety and health, and advancing social dialogue in line with international labour standards.

In the context of the ongoing crisis, particularly in Gaza, the ILO supports efforts to promote workers protection, restore livelihoods, promote employment opportunities and contribute to enterprise resilience and labour market recovery. This includes support to affected workers, employers and vulnerable groups, as well as initiatives that help strengthen the capacity of national and local partners to respond to labour market needs and promote decent work in crisis and recovery settings.

The ILO’s interventions in Palestine are implemented within the framework of the Decent Work Programme for Palestine and in coordination with relevant national institutions, social partners, UN agencies and development partners. These efforts aim to ensure that recovery and development responses contribute to inclusive, rights-based and sustainable employment outcomes for women and men, including youth and other vulnerable groups.

The official will be responsible in assisting the planning and the organizing of the projects’ activities and as per the duties outlined in the description below. The official will be based in Gaza. The Project Assistant is a crucial link with the partners of the projects and will be responsible for multiple financial and administrative tasks.

Reporting Lines:

The incumbent will report to the Representative of the ILO office in Jerusalem and work in close coordination with the National Project Coordinator – Gaza. The project assistant will perform the following tasks:

Description of Duties

• Draft standard correspondence, type and format a variety of documents related to projects’ activities.
• Provide support for of meetings, seminars and workshops concerning the projects.
• Prepares necessary documents for all procurement and tendering activities required for the projects in line with the ILO Rules and Regulations and present to the ILO Office in Jerusalem for processing.
• Assists in the follow-up of the daily activities and ensure the smooth implementation with the ability to resolve any administrative problem arising within the implementation process and ensure reporting to the responsible officer.
• Assists in preparing all necessary Projects’ documentation, workplans, budgets and budget revisions, financial and technical reports.
• Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
• Coordinates communications and meetings of the projects’ staff and visiting missions.
• Maintain files, databases and official records related to projects’ activities. Search and select relevant information and records for officials upon request.
• Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
• Develops a complete filling system for the project and keep all technical, financial, personnel and administrative documentation in the proper files.
• Perform other relate duties as required.

Required qualifications

Education

Completion of secondary school education.

Experience

At least three years’ experience in general office management and clerical support work. 

Languages

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

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 multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• 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.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.