Project Assistant

Organisational Unit/Department: CO-Beijing
Technical Responsible Unit/Department: SOCPRO
Technical Cooperation Programme: Improving China’s institutional capacity towards universal social protection (CHN/18/01/EUR)
Centralised or Decentralised Project: Decentralized
Position (Title): Project Assistant
 Proposed grade (to be confirmed by HRD): GS-5
Duty Station: Beijing/China
Type of contract (SST, ST or FT): FT
Source of funding (TC, PSI or RBSA): TC
Duration: 12 months, renewal is subject to performance and availability of funds.  The start date and the terms of appointment will be subjected to the signing of the agreement between the ILO and the EU.

 

Introduction:

The International Labour Organization (ILO) is a specialised UN agency with a tripartite governance structure encompassing representatives from government, employers, and workers.  It aims at achieving social justice and promotes decent work for men and women by setting and supervising the application of international labour standards, knowledge sharing and supporting countries through development cooperation. The ILO Country Office for China and Mongolia (CO-Beijing) works closely with its Chinese constituents including the government’s ministries and the organizations of workers and employers within the frameworks of the MOU established between the ILO and the Ministry of Human Resources and Social Security and of the China Decent Work Country Programme (2016-2020).

In support of the achievement of the planned Decent Work Country Programme outcomes and UN Development Assistance Framework for the People’s Republic of China Outcome 1 “More people, particularly the vulnerable and disadvantaged, enjoy improved living conditions and increased opportunities for economic, social and cultural development”, CO-Beijing will be implementing a European Union funded project entitled “Improving China’s institutional capacity towards universal social protection.”  The project will be implemented during the period 2019-2021. The project is a part of the EU-China Cooperation Programme on Employment, Social Affairs and Inclusion, which aims at supporting economic and social resilience in the EU by cooperating with China on sustainable and inclusive growth, decent jobs and social protection. The objective of the “Improving China’s institutional capacity towards universal social protection” Project is to enhance China’s employment, social affairs and inclusion through the promotion of (i) improved coverage, adequacy and financial sustainability of the social protection system and (ii) regulatory convergence to international standards in selected areas. This component is organized in the form of an ILO Extra budgetary Development Cooperation Project. The Project also contributes to ILO’s Global Flagship Programme on Building Social Protection Floors for All notably by developing and sharing knowledge on pension adequacy and sustainability, extension of social protection to informal economy and non-standard forms of employment, and building a culture of social protection. It also contributes to achieving SDG 1.3 by supporting the development of sustainable social protection systems and floors, and contributing to universal social protection.

 

Reporting lines:

The Project Assistant will report to the Project Manager (PM) and work under the general guidance of the National Project Coordinator (NPC) of the Project and the Finance and Administrative Officer and Programme Officers in CO-Beijing.

 

Main duties and responsibilities:

The Project Assistant shall support the PM and NPC in project planning and coordination, contract administration and financial service, M&E data collection and system maintenance, simple translation, and contact with ILO and national and local partners to ensure full compliance with the Implementation Agreement between the ILO and the EU.  Specific areas of duties and responsibilities are as follows:

Financial support:

Calculate cost estimates for project activities and monitor projected budget and expenditures. Prepare project budget revisions/budget rephrasing when required and submit to the senior team members for approval;

Check all project financial/progress reports, verify the accuracy of calculations and the completeness of supporting documents, initiate correspondence to verify data, answers queries;

Make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required and prepare the project petty cash accounts for approval by the supervisor;

Administrative services:

Prepare contracts and other administrative-related document in the ILO’s computerized financial system

Assist in ensuring the conformance of project terms of reference with workplans and set objectives.

Responsible for procurement process, i.e. project supplies and equipment’s. Arrange for control of distribution and establish/maintain appropriate inventory records.

Provide administrative/logistic support for capacity building, meetings, seminars and/or workshop, travel of project staffs and informal meetings

Establish and maintain project information systems (including paper and electronic filing systems) for administrative, financial, equipment, reporting and all other correspondence;

Draft non-substantive correspondence on projects and programme activities and check outgoing correspondence for accuracy and conformity with established procedures before sending out, take follow-up action as required,

Responsible for processing necessary administrative documents for ILO experts and project incoming missions

Perform simple translation of project-related correspondence and presentation to and from Chinese and support the NPC in the review of translation work.

Support the Project Manager and the NPC, in consultation with the ILO Communications Assistant in CO-Beijing, in establishing and maintaining the project’s public page on www.ilo.org/beijing

Perform other duties as may be required

 

Required qualifications

Education: Completion of tertiary school education, supplemented by a finance/administration diploma is the minimum requirement.

Experiences: At least five years of experience in administrative and finance-related work. Previous work experience in the UN/international organizations and/or experiences with EU-funded projects in China will be considered an advantage.

Language: Excellent command of English and of Mandarin Chinese

 

Competencies:

Good knowledge of the financial and administrative principles and practices.

Good administrative skills to provide administrative support.

Knowledge of accounting and finance procedures and ability to maintain financial records and prepare clerical reports and statements accurately.

Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the use of filing systems will be considered an advantage.

Ability to work Microsoft Office programmes (Word, Excel, PowerPoint, E-mail) required for work.

Ability to prepare preliminary reports and to draft correspondence.

Ability to deal with a range of staff and to respond to their queries.

Ability to work in multi-cultural environment.

 

Personal attributes

Ability to effectively provide related support services to partner communities, government agencies, and institutions

Ability to reason and make sound judgments

Ability to organize own work

Ability to work on own initiative and as member of a team

Ability to work under pressure

Ability to work and communicate with people in a polite, gender-sensitive, courteous and cooperative manner and address colleagues, visitors and partners with tact and diplomacy

Must demonstrate a high standard of ethical conduct (honesty, integrity and loyalty to the Organization), and a high level of commitment to his/her job,

Must demonstrate responsible behaviour and attention to detail

Shares knowledge – Shares important or relevant knowledge and information formally or informally; promotes knowledge transfer.

 

Salary and other benefits

1). Net salary (minimal: RMB 12,250 per month)

2). Pension: UN Joint Staff Pension Fund

3). Medical insurance: ILO Staff Health Insurance Fund

4). Leave: annual leave, sick leave, parental leave

5). Child allowance

 

Please send your application by 12 September 2019 via https://jobs.ilo.org

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