Improving Occupational Safety and Health in the Mining Industry of Ukraine

VACANCY ANNOUNCEMENT: Project Assistant (part-time)

News | 05 December 2017

Project:   Improving Occupational Safety and Health in the Mining Industry of Ukraine
Position Title:   Project Assistant (50% part-time)
Duty Station:   Kyiv (Ukraine)
Level:   GS-4
Duration:   12 months with a possibility of extension
Contract type:   FT
To Apply:   Please submit CV and a cover letter (both in English) stating your reasons for applying for this position and describing how your experience is relevant to the job to: < >
Please indicate “OSH mining” and your surname in the subject line. Please note that only short-listed candidates will be contacted.
Application deadline:   Sunday, 17 December 2017
Starting date:   As soon as possible

1. Introduction

Within the framework of the technical assistance project “Improving Occupational Safety and Health (OSH) in the Mining Industry of Ukraine (UKR/16/01/CAN)”, the ILO will support Ukraine to improve the safety and health conditions in the mining work.

The overall objective of the project is to reduce work accidents and occupational diseases in the mining industry of Ukraine through a systematic development of modern OSH policies supported by an enhanced capacity of social partners.

The project aims to achieve this objective by (i) assisting the development and implementation of modern OSH policies in accordance with the international labour standards and EU directives, (ii) strengthening the capacity of social partners to implement practical OSH management measures at the workplace level, and (iii) promoting a safety and preventative culture through effective knowledge-sharing on tools and good practice on OSH.

The project will cover the mining industry throughout the country. The scope of the project in the Eastern part of Ukraine will remain within areas controlled by the government. The project duration is from May 2017 to March 2020.

The incumbent will provide administrative and logistical support to the implementation of the project, including the organization of capacity development activities and financial and operational monitoring of the project.

The initial assignment will be 12 months starting from January 2018 with a possibility of extension within the project duration.

2. Reporting lines

The project assistant will work under the joint guidance and supervision of the Senior Social Protection Specialist of DWT/CO-Budapest, the National Project Coordinator, as well as the ILO National Coordinator in Ukraine.

In the performance management framework, the National Project Coordinator in Ukraine will act as direct supervisor who will coordinate with the Senior Social Protection Specialist. The Director of the ILO DWT/CO-Budapest will act as higher level chief.

3. Duties and responsibilities

1. Provide general secretarial, administrative support to the activities of the project.
2. Provide secretarial and organizational support to the ILO specialists and National Coordinator in project-related activities, such as meetings, trainings, conferences, and other events organized under the project. Assist in the preparation of budgets of activities.
3. Assist in the drafting of notes, meeting minutes and the translation of relevant documents from English into Ukrainian and vice-versa. Participate in ILO activities when required and assist in work plan development.
4. Assist in the provision of financial and administrative information and liaise with the DWT/CO-Budapest with regard to administrative and financial issues.
5. Assist in arranging agendas for in-coming and out-going official missions, make appointments with project stakeholders, including logistical arrangements, clearances and secretarial assistance;
6. Make travel arrangements, hotel reservations and prepare travel authorization forms.
7. Make arrangements for the procurement, shipment and receipt of office and Project supplies and equipment, including customs clearance.
8. Assist in the preparation of cost estimates by collecting necessary data and preparing respective forms.
9. Type a wide variety of correspondence, reports, tables and documents using word processing equipment, proofread and ensure that grammar, spelling and punctuation are correct. Make photocopies as required.
10. Maintain and update project administrative files and official records.
11. Perform other duties as assigned by the supervisors.

4. Qualification requirements

Education: Completion of secondary school education.

Experience: At least three years of general clerical work. Knowledge of ILO, other UN Agencies procedures and experience in administration of UN projects is considered an advantage.

Languages: Excellent knowledge of English and Ukrainian as working language, both oral and written.

• Knowledge of general programme procedures and practices. Proven ability to use MS Office (word and excel) and email. Proven typing abilities.
• Knowledge of office administrative procedures and of clerical practices and use of filing systems.
• Ability to reply in an appropriate manner to work related inquiries.
• Ability to work as a team.
• Ability to organize own work.
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to clarify information.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to deal with people with tact and diplomacy.