Administrative Support

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 promote rights at work, encourage decent employment opportunities, enhance social protection, and strengthen dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce of approximately 3,300 employees. The ILO is committed to promoting diversity and inclusion within its workforce, welcoming applications from qualified female candidates and individuals with disabilities.

Job Overview:
The Administrative Support position is integral to the smooth functioning of the United Nations’ Highlands Joint Programme Phase 2 (HJP2) in Papua New Guinea. This role involves providing comprehensive administrative and operational support to the project team, ensuring that all administrative processes are executed efficiently and effectively. The successful candidate will be expected to manage various administrative tasks, including processing entitlements, issuing contracts, maintaining records, and liaising with technical units and stakeholders. The position requires a proactive approach to problem-solving and the ability to work collaboratively with project staff and external partners. The candidate will also play a key role in organizing workshops, seminars, and training sessions, contributing to the overall success of the project. The HJP2 aims to address the root causes of conflict and underdevelopment in the Highlands region, focusing on community empowerment, governance, and resilience to socio-economic shocks. The Administrative Support role is crucial in facilitating these objectives by ensuring that the project operates smoothly and effectively.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include:

• Ensuring the smooth functioning of project administration and office management, providing management and administrative support to the project team.
• Processing entitlements, issuing contracts, and maintaining accurate records and files.
• Advising project staff on administrative rules, regulations, and procedures.
• Making travel and hotel reservations, preparing travel authorizations, and assembling relevant information for travel purposes.
• Organizing special meetings and coordinating administrative arrangements for workshops, seminars, and training sessions.
• Liaising with technical units at Headquarters, Regional Office, and other UN agencies to discuss planned activities and resolve sensitive matters.
• Preparing correspondence and reports on administrative tasks, including confidential matters.
• Monitoring incoming correspondence, making recommendations for action, and following up on deadlines.
• Preparing background information and cost estimates for program and budget preparations. 1
• Managing expenditures under development cooperation funding, ensuring rational use of funds. 1
• Coordinating travel logistics for ILO staff and consultants, including visa and security" style="border-bottom: 1px dotted #007bff !important;">security requirements. 1
• Developing and maintaining contacts with government departments and external service providers to facilitate travel and related issues.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary school education.
• Training in general administration and office support.
• A minimum of six years of experience in general administration and office support, including senior-level support services.
• Experience working with an enterprise resource planning (ERP) system is highly desirable.
• Excellent command of English, both written and spoken.
• Good knowledge of operational areas and PC software, including Microsoft Office.
• Knowledge of methods for assessing quality and efficiency of processes.
• Familiarity with ILO programs and activities is an advantage.
• Strong drafting skills and the ability to coordinate the work of support staff. 1
• Analytical skills and attention to detail, with a high degree of discretion in handling confidential matters.

Educational Background:
The educational background required for this position includes the completion of secondary school education. Additional training in areas related to general administration and office support is preferred. This educational foundation is essential for understanding the administrative processes and procedures necessary for effective project support.

Experience:
Candidates must have a minimum of six years of experience in general administration and office support roles. This experience should include providing various senior-level support services, demonstrating the ability to manage multiple tasks and responsibilities effectively. Experience with enterprise resource planning (ERP) systems is also a key requirement, as it indicates familiarity with modern administrative tools and processes.

Languages:
The mandatory language requirement for this position is an excellent command of English. This includes proficiency in both written and spoken English, as effective communication is crucial for the role. While English is the primary language, knowledge of additional languages may be considered an asset, particularly in a multicultural environment such as Papua New Guinea.

Additional Notes:
This position is a full-time role with a contract duration of one year, with the possibility of extension based on various factors, including the availability of funds and the continuing need for the functions performed. The recruitment process is subject to specific local criteria, and the ILO may only offer contracts to individuals with valid residency status and work permits in Papua New Guinea. The ILO emphasizes diversity and encourages applications from qualified female candidates and individuals with disabilities. The organization does not charge any fees during the recruitment process and advises candidates to disregard any fraudulent communications.