Senior Project Administrative Assistant

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce of approximately 3,500 employees. The ILO is committed to promoting diversity and inclusion within its workforce, welcoming applications from qualified candidates regardless of gender, disability, or other factors.

Job Overview:
The Senior Project Administrative Assistant will play a crucial role in supporting the implementation of the project titled 'Reducing vulnerability in Lao PDR: Advancing social protection and labour rights and entitlements in the coffee, tea and forestry sectors – Phase II' (SOLAR II). This project aims to improve access to social protection and occupational safety for workers in vulnerable employment situations, particularly in the coffee, tea, and forestry sectors across various provinces in Lao PDR. The incumbent will be responsible for providing comprehensive administrative support to the project team, ensuring smooth operations, and facilitating effective communication among stakeholders. This position requires a proactive approach to problem-solving and the ability to manage multiple tasks efficiently while maintaining a high level of accuracy and attention to detail.

Duties and Responsibilities:
The Senior Project Administrative Assistant will be responsible for a wide range of duties, including but not limited to: ensuring the smooth functioning of project administration and operations support functions; organizing project meetings, workshops, and training sessions; advising project staff on administrative rules and procedures; making transportation arrangements and hotel reservations; maintaining communication with various stakeholders including ILO constituents and civil society organizations; reviewing incoming correspondence and making recommendations for action; managing project expenditures and ensuring rational use of funds; preparing detailed budget estimates and monitoring project budgets; conducting financial training for local partners; maintaining an inventory of project communication materials; participating in awareness-raising activities; and performing other relevant duties as assigned.

Required Qualifications:
Candidates must possess a completion of secondary school education along with formal training in a scientific, labour-related, or administrative field. Training in accounting or finance is considered desirable. The role requires excellent organizational skills, attention to detail, and the ability to work independently and collaboratively in a multicultural environment. Knowledge of financial and administrative rules, guidelines, and procedures is essential, as well as proficiency in computer software such as Microsoft Office and other relevant applications.

Educational Background:
The educational background required for this position includes a secondary school diploma, with additional formal training in areas related to administration, finance, or labor relations being highly advantageous. Candidates with further education in these fields may be preferred, particularly if they have specialized training that aligns with the responsibilities of the role.

Experience:
A minimum of six years of operational or administrative support work experience is required, with a significant portion of that experience focused on providing financial operations support services. Experience in labor-related or social protection fields, particularly with organizations such as the ILO, UN, or NGOs, will be considered an advantage. Candidates should demonstrate a strong understanding of project management and administrative processes, as well as the ability to navigate complex organizational structures.

Languages:
Excellent knowledge of English and Lao is mandatory for this position. Proficiency in additional languages may be considered an asset, particularly if they are relevant to the local context or the stakeholders involved in the project.

Additional Notes:
This position is a fixed-term contract for one year, with the possibility of extension based on funding availability and performance. The recruitment process is subject to specific local criteria, and the ILO encourages applications from diverse candidates, including women and individuals with disabilities. The role is based in Vientiane, Laos, and involves collaboration with various stakeholders, including local authorities and civil society organizations. The ILO does not charge any fees during the recruitment process and emphasizes the importance of ethical practices in hiring.