Senior Administrative Assistant

  • Contract
  • Tarawa
  • Posted 2 months ago

ILO - International Labour Organization

 

Grade: GS6

Vacancy no.: DC/TARAWA/GS6/2024/02
Publication date: 24 May 2024
Application deadline (midnight local time): 08 June 2024

 

Job ID: 11985 
Department: RO – Asia & the Pacific 
Organization Unit: CO-Suva 
Location: Tarawa, Kiribati   
Contract type: FT 

Contract duration: 12 months with Possibility of extension 

 

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

 

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

 

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria. 

 

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to [email protected].

 

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

 

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. 

Introduction

The ILO is leading Mwakuri Aika a Raraoi Ibukimi (“Decent Work for All”) Activity 2 (MARI 2), as part of Mwakuri Aika Nakoraoi Ibukin Maeuraoimi “Decent Employment for Everyone’s Development” (MANIM Project), funded by the Millennium Challenge Corporation (MCC). The overall MANIM Project objective is to facilitate decent and inclusive employment for I-Kiribati.

 

MARI 2 has a budget of approximately USD 6 million over 48 months of implementation, subject to confirmation of funding expected in December 2023. It aims to enhance protection and family resilience in Kiribati for existing, aspiring and returnee migrant workers, members of their families, and their advocates, across three key areas: workers’ rights and wellbeing, including facilitating the establishment of Kiribati’s first Overseas Worker Resource Centre (OWRC); pre-departure training and community outreach, in complement to existing pre-departure programs, which will equip workers and their families to maximise the benefits, and manage the impacts of, labour migration; and reintegration support to sustain the benefits of labour migration. The ILO will work closely with the Ministry of Employment and Human Resources (MEHR) across all results areas. In addition to leading Activity 2 (MARI 2) of the MANIM Project, ILO is responsible for implementing the Counter-Trafficking in Persons (CTIP) Risk Management Plan for the MANIM Project as a whole.

Working Relationships

The Senior Administrative and Finance Assistant will directly report to the the National Programme Coordinator (NPC) with overall oversight from the Programme Manager (PM) . The Senior Administrative and Financial Assistant will be responsible for in-country procurement activities and partnerships, and will work in close collaboration with a counterpart Senior Administrative and Financial Assistant based in Suva, Fiji, who will support the overall financial management and record-keeping for the project. In coordination with the ILO Programme Manager and the National Programme Coordinator (NPC), the Senior Administrative and Financial Assistant will provide regular updates and seek project implementation advice from the Secretary of the Ministry of Employment and Human Resources, as relevant to their scope of duties.

 

 

 

The successful candidate will work with external partners based in Kiribati, to provide guidance on ILO practices and procedures, solve administrative-related matters, and ensure programme implementation and reporting remains on track through initiation and completion of necessary clearances, processes and administrative actions. Experience of working with an enterprise resource planning (ERP) system.

 

Description of Duties

 

1. Undertake required administrative and operational support services, including office support, human resources, travel, and logistics, ensuring compliance with administrative procedures including required supporting documentation.

2. Assist in the development and monitoring of programme partnerships and activities, by supporting the administrative and financial aspects of contracts including partner implementation agreements and consultancies. Provide guidance and feedback to administrative counterparts in partner organizations to improve efficiencies and promote compliance with ILO rules and regulations.

3. Organize and coordinate meetings, workshops and other events. Attend and participate in internal and external meetings and workshops in assigned areas of work.

4. In coordination with the Senior Administrative and Financial Assistant based in Suva, and with oversight from the NPC, participate in the planning, monitoring, management and reporting on the programme’s allocations and expenditures. Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support the preparation of programme and budget and workplan documentation and financial and technical progress reports for donors.

5. Establish and maintain filing systems for the programme and ensure they are accessible and efficient. Evaluate and propose improvements to workflows and procedures.

optional section (if needed)

(continuation of duties)

 

6. Assist in the preparation of reports, briefs, talking points and other materials by designing and generating statistical tables and other background materials.

7. Draft correspondence and provide informal translations of correspondence as required.

8. Coordinate the logistical aspects of travel for ILO staff, consultants, partners and other parties as necessary, including making travel and accommodation arrangements, coordinating visas and security requirements, and supplying required documentation for the timely processing of administrative transactions by the Senior Administrative and Financial Assistant based in Suva. Provide information and practical assistance to staff related to their travel. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.

9. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.

10. Perform other relevant duties as assigned by the  NPC and PM.

Required qualifications

Education

Completion of secondary school education. Training in an area related to general administration and office support.

Experience

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.

Languages

Excellent command of English.

Competencies

  • Good knowledge of a range of operational areas.
  • Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
  • Knowledge of methods and techniques for assessing quality and efficiency of process execution.
  • Knowledge of the substantive nature of ILO programmes and activities.
  • In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, takes responsibility for performance, Quality orientation, Collaboration], this position requires:
  • Ability to adapt quickly to new software and systems.
  • Ability to coordinate and oversee a broad range of operational activities.
  • Ability to search, retrieve and compile information from a variety of sources.
  • Good drafting skills.

Con’td

  • Ability to coordinate the work of support staff.
  • Analytical skills and attention to detail.
  • A high degree of discretion with sense of responsibility in dealing with confidential matters.
  • Interpersonal skills, tact and diplomacy when dealing with others.
  • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behavior and attitudes.

 

Recruitment process

 

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

 

Fraud warning

 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account – @ilo.org – should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

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