VACANCY ANNOUNCEMENT - Project Assistant, G6 (ILO)

Duty station: 
Moscow, Russian Federation
Contract type: 
Special Short Term
Contract duration: 
up to 30 June 2020 
DEADLINE: 28 February 2020 (midnight local time)

General accountability / Reporting lines

The Project Assistant will provide programme and administrative support to the USDOL funded development cooperation project “Support for the Implementation of the Decent Work Country Programme”.

The incumbent will work under direct supervision of the Project Manager.

The Director of DWT/CO-Moscow is the Responsible Chief of the incumbent.

Description of Duties

  1. Organize data and information, prepare and maintain records, documents and control systems for the project.
  2. Prepare background information for use in work plan and budget preparations and discussions.
  3. Search for and prepare briefing materials for the supervisor for use on official trips, special meetings and for action. Collect, solicit and coordinate briefing materials for the supervisor's missions and meetings.
  4. Carry out specific administrative operational/control tasks for project.
  5. Participate in the organization and preparation of meetings and make all administrative arrangements and facilities for conducting workshops and seminars.
  6. Prepare, on own initiative, correspondence, reports, evaluations and justifications as required on general administrative or program tasks (which may be of a confidential nature), attach necessary background information, maintain follow up system, and draw attention of the supervisors to matters requiring immediate and/or personal attention.
  7. Assist in the preparation of the administrative reports and documents such as project budgets and maintain administrative records.
  8. Provide programming support in the implementation of the project.
  9. Help the Project Manager to monitor progress of project activities by verifying the budgets and the financial reports as well as monitor the delivery rate.
  10. Upon instructions of the Project Manager, administer the project budget in ILO financial system (IRIS) and monitor the financial management of project activities, External Collaboration and other contracts, review financial progress and final reports, analyze relevant resources and activities.
  11. Prepare payment requests and keep the records of expenditures.
  12. Maintain a reference system for the project related documents and reports.
  13. Assist the Project Manager and other field staff with office management and administrative support services. Participate in discussions of new or revised procedures and practices, and interpret and assess the impact of change. Provide interpretation of administrative rules, regulations and procedures.
  14. Maintain policy, confidential and general administrative files.
  15. Maintain contacts and perform liaison duties with concerned officials in DWT/CO Moscow and relevant HQ departments.
  16. Be responsible for requisition of project supplies and equipment, and arrange for control of distribution and maintenance of inventory records.
  17. Perform other duties related to administrative and programme assistance as assigned by direct supervisor or Responsible Chief.

Required qualifications


Completion of secondary school education, supplemented by technical or university level courses in a field related to the work of the Organization.


Six years of progressively responsible clerical or administrative work, of which at least one year in programming support activities.


Excellent knowledge of English and Russian.


Good knowledge of the purpose and functions of the development cooperation programme and the other offices and sectors interacting with the programme; Knowledge of technical data and good administrative skills to provide programming support; Good knowledge of programming, implementation and evaluation principles, practices and procedures; Ability to work with word processing and spreadsheet software, as well as computer software packages required for work; Ability to prepare preliminary reports and to draft correspondence. Good analytical skills; Ability to communicate effectively both orally and in writing; Ability to deal with a range of staff and to respond to their queries; Ability to work in a team and to work under pressure; Good organizational skills and excellent time management skills; Responsible behavior and attention to detail; Ability to work and communicate with people in a polite, courteous and cooperative manner; High standards of ethical conduct; must demonstrate honesty and integrity.