- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates*
- Collect information from records and reports, compile socio-economic or other relevant data, and prepare reports on VZF Vietnam project activities.
- Organize data and information, and prepare and maintain records, documents and control systems for the monitoring and evaluation of VZF Vietnam project implementation.
- Contribute to the preparation of reports, project documents and submissions to the government by providing information, preparing tables and drafting selected sections. Participate in project activities and needs identification and prioritization, and assist with technical cooperation project design and work-plan development.
- Prepare background information and TORs for use in the VZF Vietnam project and budget preparations and discussions; participate in and take note of discussions in technical meeting(s), briefing of project and other programme related activities.
- Review plans of operations and other project related documents and take appropriate follow-up action.
- In coordination with relevant projects in the office and in liaison with team members, perform substantive and administrative support for the successful delivery of the programme and project activities. This includes processing entitlements, issuance of contracts and maintenance of records and files.
- Oversee project managerial and administrative support services. Advise and assist VZF Vietnam project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
- Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars, trainings under the project’s plan.
- Maintain, contact and perform liaison duties with concerned technical units at Headquarters, ministries, government offices, social partners’ organizations and UN agencies.
- Prepare, on own initiative, correspondence, reports, evaluations and justifications as required on general administrative or other related tasks including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.
- Brief and assist international staff, experts and consultants on all aspects of administration related matters such as visa, licenses, security internal coordination, documentation and communication structures, including key managerial practices and standards. Provide interpretation of administrative rules, regulations and procedures.
- Prepare background information, detailed cost estimates, monthly, quarterly and ad hoc reports for use in programme/project and budget preparations. Participate in budget analysis and projections as required.
- Carry out all operations required for expenditures under technical cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
- Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
- Carry out specific administrative operational/control tasks for project and programme activities.
- Perform other related duties as required by the CTA and/or the NPC.
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