Project Support Assistant

The Project Support Assistant provides administrative, logistical, and finance related support to the project on employability of young people in the tourism sector in Kosovo. The role involves office management, correspondence drafting, travel arrangements, financial data compilation, and procurement support under the supervision of the Senior Programme Officer.

Responsibilities

• Draft standard correspondence, type and format a variety of documents related to project activities in conformity with ILO requirements.
• Reply to all queries and emails requesting information on the project.
• Provide general office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme.
• Update information on project website and databases.
• Maintain files, databases and official records related to project activities.
• Liaise/request services from other work units inside or outside the office for completion of tasks.
• Process all administrative arrangements for official travel including travel authorizations, visas and other required clearances.
• Calculate cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.
• Compile routine financial data and information for project-related activities.
• Enter data to classify and code transactions.
• Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
• Arrange payments of resource persons such as daily subsistence allowance and maintain records.
• Draft payment-related correspondence and ensure follow-up.
• Conduct market research for procurement needs of the project.
• Perform other work-related duties as assigned.

Requirements

• Completion of secondary school education.
• At least three years’ experience in general office management and clerical support work.
• Experience in assisting with the procurement of infrastructure equipment for public institutions is considered an asset.
• Excellent knowledge of English and good working knowledge of Albanian.
• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

Skills

• Office Management
• Clerical Support
• Procurement Assistance
• Administrative Document Preparation
• Filing System Management
• Drafting Correspondence
• MS Word
• MS PowerPoint
• MS Excel
• Adobe Acrobat
• Travel Arrangements
• Financial Data Collection
• Customer Service
• Work prioritization
• Multicultural Work Environment
• Gender Equality Awareness

Languages

English, Albanian