Project Assistant

Job Summary

• This position is part of the Assistance and Protection Branch (APB) within the International Cooperation and Assistance Division. The objective of the Assistance and Protection Branch is to assist the States Parties in their endeavours to implement the provisions of Article X.
• The main objective of the Project Assistant (GS-4) is to provide administrative assistance in the organisation of workshops and seminars, and provide other administrative and secretarial support.

Main Responsibilities

• Under the supervision of the Head, Assistance and Protection Branch, the incumbent provides administrative support for projects on the implementation of Article X for State Parties in various regions. Towards this, the follow functions will be undertaken:

Prepare documentation for administrative support for the preparation and conduct of courses, workshops and other events, such as:

• MOD’ s to process contractual obligations, travel request forms.
• Announce courses, workshops and other events through the Eventus platform.
• Support technical officers in identifying participants and coordinate with hosting National Authority.
• Prepare and send out invitation letters.
• Confirmation of the participants.
• Liaise with Travel Unit, BFB, Procurement units, amongst others and coordinate/follow up necessary actions.

Provide information and logistics regarding arrangements for courses:

• Answer questions and requests from participants and delegates.
• Act as a focal point for information relating to the events conducted by the Branch (Workshops, Seminars, Courses, etc.).
• Liaise with States Parties in confirming receipt of letters, nominations for event, acceptance letters for participants, send itineraries and all general information related to the event.
• Follow up with the participants regarding travel arrangements and other logistic information; inform them about the arrangements for courses
• Use of the event management platform, EVENTUS.

Support tracking of budgets for APB events:

• Ensure with technical officers responsible for events that obligated budgets are liquidated, disbursements are done and financial regularity on these issues is maintained.
• Support in the closure of unliquidated obligations at the end of each quarter.
• Prepare and maintain relevant internal and external correspondence.

Provide other office support tasks, such as:

• File and archive documents.
• Provide support with meeting minutes.
• Arrange meetings with relevant internal and external counterparts.
• Develop orientation packages and schedules for new staff members.
• Update APB activities in the integrated ICA workplans and maintain the list of participants.
• Perform other duties as required.

Qualifications and Experience

Education

Essential:

• High school diploma or equivalent diploma of higher secondary education.

Knowledge and Experience

Essential: 

• At least three years of clerical and administrative working experience.
• Demonstrated experience in a customer-servicing role required.

Desirable: 

• Previous work experience within an international organisation would be an asset.

Skills and Competencies

• Problem-solving skills.
• Flexibility and willingness to multi-task.
• Tact, accuracy and discretion.
• A customer-service orientation.
• Good drafting skills and knowledge of research tools.
• Computer literacy, including good working knowledge of MS Office applications.
• Good interpersonal skills and ability to work harmoniously in a multi-cultural environment.

Languages

• Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Source: https://opcw-career.talent-soft.com/job/job-project-assistant-gs-4-_453.aspx