Overview
The Senior Project Administrative Assistant will support the implementation of the IRIS project by managing project administration and finances, ensuring compliance with ILO rules and regulations, and providing financial, administrative, and logistical support.
Key Responsibilities
- Ensure smooth functioning of project administration and operations support.
- Process contracts and maintain records and files.
- Participate in the organization of project meetings, workshops, trainings and other activities.
- Coordinate administrative arrangements for events.
- Make transportation arrangements and hotel reservations.
- Prepare travel authorization and assemble relevant information.
- Advise and assist project staff with interpretation of administrative rules, regulations and procedures.
- Maintain, contact and liaise with concerned units at Headquarters, Regional office, ILO constituents, civil society organizations, and UN agencies.
- Review incoming correspondence and make recommendations regarding appropriate action.
- Monitor deadlines and coordinate responses.
- Carry out all operations required for expenditures under project funding.
- Make calculations, request funds, check supporting/justifying documents, and make payments.
- Draft and clear administrative correspondence relative to budgetary matters.
- Prepare detailed budget estimates for activities under ILO Implementing Agreements.
- Support National Project Coordinators in negotiation with local partners and finalization of budgets and agreements.
- Monitor usage and payment status.
- Monitor the project budget on a regular basis and advise the project team on status and recommended revisions.
- Prepare year-end closure of accounts.
- Work closely with ILO’s finance units to review and monitor budgets.
- Support in the preparation of regular financial reporting for the donor.
- Keep abreast of changes to financial rules and regulations, policies, and procedures.
- Conduct trainings on ILO rules and regulations for local partners.
- Provide on-the-job support.
- Maintain and monitor an inventory of the project’s communication materials.
- Support and participate in capacity building and knowledge exchange activities.
- Perform other relevant duties as assigned.
Required Experience
At least six years of progressively responsible financial and administrative work. Experience in social protection fields and of working with ILO, UN or NGOs will be considered an advantage.
Qualifications
Completion of secondary school education. Formal training in accounting and/or finance and administrative field would be an asset.
