Job title: Project Administrative Assistant

Grade: G5

Vacancy no.: DC/ASHGABAT/GS/2025/01

Publication date: 20 August 2025

Application deadline (midnight Moscow time): 17 September 2025

Job ID: 13175

Department: RO-Europe and Central Asia

Organization Unit: DWT/CO-Moscow

Location: Ashkhabad  

Contract type: Fixed Term

Contract duration: 24 months, starting September 2025

Description of Duties

• Process all project payments ensuring accuracy and documenting all financial transactions.
• Process contracts for financial clearance and payment. Ensure the correctness and appropriateness of types of contracts used with each activity, and ensure all necessary supporting documents are attached.
• Prepare routine correspondence to verify data, answer queries and obtain additional information, follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of the Project Manager and, where necessary, the Administrative/Finance support in the Decent Work Team for Eastern Europe and Central Asia, to matters requiring immediate attention.
• Prepare financial transactions for processing in IRIS including contracts, travel requests, purchase orders and requisitions, external payment authorizations and others as may be necessary. Liaise and coordinate with the staff in the DWT for Eastern Europe and Central Asia to process IRIS requests.
• Arrange for the procurement, shipment and receipt of office and project supplies, equipment and materials and household effect, including customs clearance.
• Verify and process claims for payment, and check payment vouchers, prices and claims invoices.
• Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
• Consult with the Finance Unit at the DWT for Eastern Europe and Central Asia on rules, regulations and procedures, and inform project staff, partners, consultants, interns of new or revised procedures and practices.
• Prepare recurring reports as scheduled and special reports as required for donor reporting, for budget preparation, audits or other reasons.
• Calculate and compile cost estimates and participate in budget analysis and projections as required by the Project Manager and project staff.
• Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
• Provide informal interpretation and translation.
• Perform other duties as assigned by the Project Manager, project staff and, where necessary, the Finance Unit in the DWT for Eastern Europe and Central Asia.

Required qualifications

Education

Completion of secondary school education.

Experience

At least five years of experience in project or management support (in administration and finance). Familiarity with UN administrative procedures is preferred.

Languages

Excellent command of English and Turkmen. Proficiency in Russian would be an advantage.

Competencies

• Knowledge of general office support and operational areas.
• Awareness of the nature of ILO programme and activities.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
• Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.

To get additional information and apply for the position, please follow the link.