The Project Finance and Administrative Assistant will perform her/his duties in close collaboration with the Finance, Administration & Personnel team (ADFIN) and under the direct supervision of the National Project Coordinator in ILO DWT/CO New Delhi, India.
Responsibilities:
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.
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.
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.
Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.
Maintain an overview of the financial situation of the project.
Prepare and modify budget data as required.
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.
Draft substantive correspondence on project/programme activities and briefing notes in accordance with the
Liaise with concerned ILO constituents, implementing agencies and donors for required clearances.
Maintain up-to-date directories.
Arrange internal and external meetings and appointments.
Take well-written notes and/or minutes at meetings.
Process all project payments ensuring accuracy and documenting all financial transactions.
Provide informal interpretation and translation.
Perform other relevant duties as assigned.
Education:
Completion of secondary school education.
Work Experience:
At least five years of relevant work experience.
Languages:
Excellent knowledge of English and good working knowledge of Hindi or any other Indian language.
