Overview
Provides essential operational, administrative, and logistical support for effective project planning, coordination, and implementation. Supports day-to-day program operations by managing documentation, organizing meetings, facilitating communication, and ensuring compliance.
Key Responsibilities
- Serve as focal point for coordination of project implementation administrative support activities.
- Provide general office management assistance and advice on administrative procedures.
- Support project-related missions and activities, including preparing budgets and coordinating travel.
- Compile and prepare background information for review sessions.
- Clear outgoing communications for conformity with procedures.
- Compile, summarize, and enter data on project delivery and draft status reports.
- Maintain an overview of the financial situation of the project and prepare budget data.
- Maintain and update relevant databases/records/registers/control plans.
- Draft substantive correspondence and briefing notes.
- Update information on websites.
- Liaise with ILO constituents, implementing agencies, and donors.
- Maintain up-to-date directories.
- Arrange internal and external meetings and appointments.
- Take notes and/or minutes at meetings.
- Provide guidance and training to junior project/program support staff.
- Process all project payments and document financial transactions.
- Provide informal interpretation and translation.
- Perform other relevant duties as assigned.
Required Experience
- At least five years of relevant work experience in the field of administration and finance.
- Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint).
- Experience of dealing with confidential matters with discretion.
- Supervisory experience would be an asset.
- Knowledge of the relevant project and programme area and the Office’s operations would be ideal.
- Similar experience with the United Nations Common System or an international organization is desirable.
Qualifications
• Completion of secondary school education.
