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 worldwide. Established in 1919, the ILO has a mission to ensure that labor standards are upheld and that workers' rights are protected. The organization operates in over 180 countries and has a diverse workforce dedicated to improving working conditions and promoting decent work for all. The ILO is committed to fostering a culture of diversity and inclusion within its workforce, encouraging applications from women, individuals with disabilities, and other underrepresented groups.

Job Overview:
The position of Administrative Support is integral to the successful implementation of the ILO's project titled 'Strengthening Climate-Resilient Leather, Textile and Garment Industry in Ethiopia.' This project, funded by the Government of Japan, aims to enhance the productivity and sustainability of Ethiopia's leather, textile, and garment sectors while ensuring safe and socially responsible practices. The Administrative Support role involves providing comprehensive administrative, financial, and operational support to ensure that project activities are executed efficiently and in compliance with ILO regulations. The incumbent will work closely with the Chief Technical Adviser and various administrative units to facilitate smooth project operations, manage documentation, and support financial processes. This role is crucial for maintaining the project's timeline and achieving its objectives, which include improving occupational safety and health, resource efficiency, and collaboration with national institutions and social partners.

Duties and Responsibilities:
The Administrative Support role encompasses a wide range of duties and responsibilities, including but not limited to:

• Providing comprehensive administrative support to ensure smooth daily operations of the project in accordance with ILO rules and procedures.
• Preparing and processing various administrative documents such as contracts, travel authorizations, and requisitions.
• Maintaining and updating project files, databases, and records with a focus on accuracy and confidentiality.
• Drafting routine and non-routine correspondence, including confidential communications, and monitoring incoming correspondence for action.
• Assisting in the preparation of budget estimates, cost calculations, and financial projections for project activities.
• Processing financial transactions in line with development cooperation procedures and verifying supporting documentation.
• Monitoring budget allocations and expenditures to ensure compliance with financial rules and preparing periodic financial reports.
• Responding to queries related to budget and expenditure data and liaising with the finance unit as necessary.
• Organizing travel arrangements, including reservations and preparation of travel documentation. 1
• Supporting the organization of workshops, seminars, and training sessions, including logistics coordination and documentation preparation. 1
• Briefing international staff, experts, and consultants on administrative procedures and logistical matters. 1
• Maintaining regular contact with ILO technical units, constituents, social partners, and service providers on administrative matters. 1
• Supporting internal coordination between project staff and the Country Office administrative units. 1
• Performing other related administrative duties as assigned.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary school education and formal training in a relevant administrative area.
• A minimum of six years of progressively responsible administrative work experience, including supervisory experience.
• Proficiency in computer software such as Microsoft Word, PowerPoint, Excel, and Adobe Reader, as well as the ability to use other software packages required by the Office (e.g., IRIS).
• Strong organizational skills and the ability to prioritize work assignments and meet deadlines.
• Thorough knowledge of complex administrative guidelines and procedures, as well as a good understanding of the work carried out in other work units.

Educational Background:
Candidates must have completed secondary school education and possess formal training in an administrative field. This educational background is essential for understanding the administrative processes and procedures required for the role.

Experience:
Candidates should have a minimum of six years of progressively responsible administrative work experience, which includes supervisory responsibilities. This level of experience is necessary to ensure that the candidate can handle the complexities of the administrative tasks associated with the project and provide effective support to the team.

Languages:
The position requires an excellent command of English and a good working knowledge of Amharic. Proficiency in these languages is essential for effective communication within the organization and with external stakeholders.

Additional Notes:
The contract for this position is fixed-term for one year, with the possibility of extension based on various factors such as availability of funds, ongoing need for the functions, and satisfactory performance. The recruitment process is subject to specific local recruitment criteria, and external candidates will typically be appointed at the first step of the grade. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The organization does not charge any fees during the recruitment process and emphasizes the importance of confidentiality and integrity in handling applicant information.