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, focusing on 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 committed to improving working conditions and promoting social justice. The ILO values diversity and encourages applications from qualified candidates regardless of gender, disability, or other factors.

Job Overview:
The Project Administrative Assistant plays a crucial role in supporting the implementation of projects aimed at enhancing socio-economic resilience in vulnerable populations in Haiti. This position is integral to the effective planning, coordination, and execution of project activities, particularly in the context of the ongoing challenges posed by organized violence and food insecurity in the region. The assistant will manage documentation, organize meetings, facilitate communication among stakeholders, and ensure compliance with organizational procedures. This role is vital for maintaining efficient workflows and supporting financial and procurement processes, thereby contributing directly to the successful delivery of project objectives. The assistant will work closely with the National Project Coordinator and other team members to ensure that project goals are met in a timely and effective manner.

Duties and Responsibilities:
The duties and responsibilities of the Project Administrative Assistant include serving as the focal point for coordinating project implementation and administrative support activities. This involves liaising with various organizational units to initiate requests, obtain necessary clearances, and process administrative actions. The assistant will provide general office management assistance, handle administrative tasks, and offer guidance to staff regarding administrative procedures. Responsibilities also include supporting project-related missions, preparing budgets, coordinating travel and lodging for officials, and taking notes during meetings. The assistant will compile and prepare background information for briefing sessions, draft correspondence related to project activities, maintain financial records, and ensure compliance with established procedures. Additionally, the assistant will monitor project delivery, maintain databases, and provide training and guidance to junior staff as needed. The role requires processing project payments accurately and documenting all financial transactions, as well as performing other relevant duties as assigned.

Required Qualifications:
Candidates must have completed secondary school education and possess at least five years of relevant work experience in administration and finance. Experience with the United Nations Common System or an international organization is desirable. Proficiency in standard office software packages, including WORD, EXCEL, and PowerPoint, is required. Candidates should have experience dealing with confidential matters and possess supervisory experience, which would be an asset. Knowledge of the relevant project and program areas and the operations of the ILO is ideal.

Educational Background:
The educational requirement for this position is the completion of secondary school education. Additional qualifications or certifications in administration, finance, or related fields may be beneficial but are not explicitly required.

Experience:
The position requires a minimum of five years of relevant work experience in administration and finance. Candidates with experience in similar roles within the United Nations or international organizations will be given preference. Practical experience with office software and managing confidential information is essential, as is the ability to work under pressure and manage multiple tasks effectively.

Languages:
Excellent knowledge of French is mandatory, while a working knowledge of English is also required. Proficiency in additional languages may be considered an asset but is not necessary for this role.

Additional Notes:
This position is a fixed-term contract for one year, with the possibility of extension based on the availability of funds and the continuing need for the functions. 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 for Haiti. The ILO emphasizes diversity and encourages applications from qualified female candidates and individuals with disabilities. The role is expected to be full-time, and candidates must complete an online application form as part of the recruitment process. The ILO does not charge any fees during the recruitment process and advises candidates to be cautious of fraudulent communications.