Project Assistant

Grade: [[GS - 05]] 

Vacancy no.: [[BRASILIA/DC/GS5/063-24]]
Publication date: 03/06/2024
Application deadline (midnight Brasilia time): 16/06/2024

Technical Evaluation: 17/06/2024

Interview: 18/06/2024

Planned start date of the contract:  July 2024

Job ID: [[11969]] 
Department: [[RO-Latin America and the Caribbean]] 
Organization Unit: [[Country Office for Brazil]] 
Location: [[Brasilia, DF - Brazil]]   
Contract type: [[Fixed Term - FT ]] 

The ILO is issuing a call for expression of interest for the above position. 

The ILO values diversity among its staff. Applications are welcome from qualified people, whether disabled or not, regardless of ethnic origin, racial self-declaration, sexual or religious orientation or social status.  People with under-representation in our local staff such as people with disabilities, 
black people and indigenous people are encouraged to apply.

If you are unable to complete our online application form due to a disability, please send an email to hrd_brasilia@ilo.org.

A  fixed-term contract will be given with possibility of extension. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

The Fundamental Principles and Rights at Work (FPRW) Program in the ILO office Brasilia is an initiative aimed at promoting the Fundamentals Principles and Rights at Work, especially the prevention and elimination of forced labour, child labour and the promotion of occupational safety and health at work. In the context of this program, the projects Preventing and Tackling Slave Labour and Child Labour in the State of Minas Gerais and Support for the Latin American and Caribbean Free of Child Labour Regional Initiative by strengthening strategies to prevent and eradicate child labour, slave labour, and trafficking in persons were approved and are taking place.  

The project “Preventing and Tackling Slave Labour and Child Labour in the State of Minas Gerais” expects to reduce the social vulnerability to slave labour and child in the coffee supply chain in the state of Minas Gerais and has as the following outcomes: 

Outcome 1: Knowledge base on slave labour and child labour in the state of Minas Gerais expanded.
Outcome 2: Relevant social actors informed and aware on the need to improve working conditions in the coffee supply chain.
Outcome 3: Networks to prevent and combat slave labour and child labour strengthened. 

The project Support for the Latin American and Caribbean Free of Child Labour Regional Initiative intends to make contributions that will promote the Fundamental Principles and Rights at Work (FPRW) in the Latin American and Caribbean region and has the following outcomes: 

Outcome 1: Expanded knowledge base on child labour, slave labour, and human trafficking in Brazil, in consultation with other Latin American and Caribbean countries that developed similar initiatives.  
Outcome 2: Alternative of action within PETI (National Programme for the Elimination of Child Labour)explored and systematized, and relevant SUAS (National System of Social Assistance)  actors and RI focal points mobilized and better trained to address child labour, slave labour, and human trafficking, giving attention to notions of gender, racial, and ethnicity inequalities, in consultation with other countries in Latin America and the Caribbean that developed similar initiatives. 

The Decent Work SMART Lab project is a knowledge management project with the main objective of generating and disseminating data and information produced and organized to support decision making processes in the policy arena on issues as diverse as: prevention and elimination of child labour and forced labour; promotion of non-discrimination in the workplace; and occupational safety and health

Reporting lines

Under the supervision of the Fundamental Principles and Rights at Work Program Coordinator and in close coordination with the Data Generation for the Promotion of Decent Work Program Coordinator, as well as with the Programme, Operations Units of ILO Brasilia Office, the Project Assistant will be responsible for supporting the execution of administrative/finance activities undertaken within the framework of the above-mentioned projects. The Project Assistant will be the main preparer in the ILO’s business operations system IRIS and other ILO managerial systems.

1.    Perform finance and administrative work such as drafting budget proposal and contracts.   Formulate, organize and maintain policy, confidential and general administrative files, official records and filing systems, and coordinate archiving with ILO Brasilia Administration.

2.    Prepare and process transactions in IRIS, including contracts, travel requests, purchase orders, purchase requisitions and external payment authorizations. 

3.    Compile, calculate and prepare cost estimates.  Prepare documents and material for missions including arrangement of travel, visas, security and other required clearance. 

4.    Assist other development cooperation staff with Office management and administrative support services when necessary. Act as focal point for guidance on administrative procedures; respond to requests for information and provide interpretation of administrative rules, regulations and procedures and work in close consultation and coordination with concerned Units and other assistants of the CO Brasilia concerning internal administrative and finance procedures.

5.    Collect data and other information on development and/or subject matter activities of the area or region, maintain relevant programme and development cooperation information systems and databases, and prepare background information.

6.    Maintain, develop, and update databases and records for programming activities for monitoring and evaluation purposes.  

7.    Process and examine project budget information and data in accordance with instructions and make necessary abstracts and computations.

8.    Maintain and keep registers and control plans on the status of programmes and projects at formulation, implementation, and operational stages. Summarize information reflecting current obligations and future programme and budgetary implications. Prepare background material, working papers and tables for briefing and review sessions.

9.    Verify the conformance of project terms of reference with workplans and its objectives.

10.    Draft correspondence on projects and programme activities.

11.    May be required to carry out specific operational and/or control tasks for programme and project implementation.

12.    Perform other related duties as may be assigned by the supervisor.

Completion of secondary school education. 
Technical or university level courses in a field related to the work of the Organization would be an advantage.

Five years of progressively responsible administrative work, and some training in an administrative field. Proven experience of supporting implementation of technical cooperation projects and working effectively with government bodies in charge of policy making and with development partners would be an asset.

Excellent command of the working language of Portuguese and excellent command of English or Spanish. Equivalent to advanced level (writing, reading, and speaking). Good knowledge (intermediate level) in another UN or ILO language would be an advantage.

ILO Core Competencies

All ILO core personal or behavioral competencies (Integrity and transparency, Sensitivity to diversity, Orientation to learning & knowledge sharing, Communication, Client orientation, Orientation to change, Takes responsibility for performance, Quality orientation and Collaboration) are required for all members of staff; this position, however, particularly demands the following competencies: Integrity and transparency, Quality orientation, Collaboration and Orientation to change.

Technical Competencies
•    Must demonstrate responsible behaviour and attention to detail. 
•    Ability to work with word processing and spreadsheet software, as well as computer software packages required for work. 
•    Ability to work well with colleagues. 
•    Ability to organize own work. Ability to maintain records and prepare clerical reports and statements. 
•    Ability to work in a team and to work under pressure. 
•    Customer service experience to provide courteous, prompt and efficient responses to internal clients.
•    Perform other duties as assigned by the supervisor. 

Technical Competencies to be developed during the contract  
•    Knowledge of rules and procedures related to the various components of the project and programme area. 
•    Knowledge of the ILO office’s operations. 
•    Development an excellent command at least in one of the ILO official languages. 

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during deadline above indicated. Candidates are requested to ensure their availability should they be short listed for further consideration.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as  teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.