Overview
Provide management and administrative support to the project to ensure its smooth functioning. This includes processing entitlements, issuing contracts, and maintaining records.
Tasks Summary
- Ensure smooth functioning of project administration, office management and operation support.
- Process entitlements, issue contracts and maintain records and files.
- Advise and assist project staff with interpretation of administrative rules, regulations and procedures.
- Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
- Participate in the organization of special meetings and coordinate administrative arrangements for workshops/seminars and trainings.
- Maintain contact and liaise with concerned technical units, ILO constituents, social partners’ organizations and UN agencies.
- Prepare correspondence and reports on general administrative or other related tasks.
- Prepare periodic administrative statistics, reports and correspondence.
- Brief and assist international staff, experts, project coordinator and consultants on administration-related matters.
- Review incoming correspondence, make recommendations, monitor deadlines and follow up on submissions.
- Prepare background information, cost estimates, and periodic and ad hoc reports for programme and budget preparations.
- Participate in budget analysis and projections.
- Carry out operations for expenditures under development cooperation funding, ensuring rational use of funds.
- Monitor accounts regarding allocations and expenditures and adjust to optimize fund utilization.
- Draft and clear administrative correspondence relative to budgetary matters.
- Coordinate logistical aspects of travel for ILO staff, consultants, partners and other parties.
- Provide information and practical assistance to staff related to their travel.
- Develop and maintain contacts with counterparts in government departments and external service providers.
Experience Requirements
Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.
Qualification Requirements
Completion of secondary school education. Training in an area related to general administration and office support.
