Project-Program Support Clerk G3

Introduction

The project will promote local economic development (LED) in a participatory planning approach, involving persons in rural and indigenous communities and particularly women and youth, while integrating the development of skills and entrepreneurship competencies and mainstreaming gender and environmentally sustainable practices to address the needs and challenges of communities.  Project implementation will be in the Toledo District, including some activities in Stan Creek.

The Project Support Clerk provides administrative support to the project implementation, in line with established project plans and objectives.

As a member of the project team, the Project Support Clerk is responsible for performing and completing administrative support services in an efficient, effective and client-oriented manner. 

Reporting lines:

The incumbent will be under the direct supervision of the National Project Manager. Technical support for the project will be provided by the ILO Specialists in various areas of project intervention as necessary. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services within processing timelines. Work assignments are generally carried out with the incumbent operating with direct supervision. Work is reviewed for feasibility of recommendations and correctness of end results. 

Description of Duties

1. Word process standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations etc.) in conformity with the ILO requirements and using appropriate software.
2. Provide office support, clerical and logistic support for meetings, seminars and/or workshops organized under the project.
3. Maintain files, databases and official records related to project activities. Search and select relevant information and records upon request.
4. Liaise/Request services from other work units inside or outside the office for completion of tasks.
5. Carry out straightforward IRIS preparer functions, such as travel authorizations and travel claims, Purchase Orders, Purchase Requisitions, External Payment Authorizations, etc.
6. Compile materials and make copies and folders for colleagues, resource persons and participants of meetings, seminars and project-related activities.
7. Enter data to classify and code transactions as instructed.
8. Record, and distribute mail, correspondence (often confidential), and documents of the team. Follow-up on the status of work in progress involving the preparation of correspondence and reports. Send out correspondence for the team, including the mass distribution of printed publications.
9. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least three years experience in general office management support and clerical support work.

Languages

Excellent knowledge of English and good working knowledge of Spanish. Knowledge of Q'eqchi and/or Mopan will be considered an asset.

Competencies

• Ability to organize own work.
• Ability to organize own schedule, perform routine work independently, meet deadlines, 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 work with accuracy and to pay attention to details.
• Excellent oral and written communication skills.
• Customer service skills in order 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.