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 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 achieving its goals through international labor standards and policies that promote social justice and fair labor practices across the globe.

Job Overview:
The Senior Project Administrative Assistant will play a crucial role in supporting the Inclusive, Resilient, and Integrated Social Health Protection across Asia (IRIS) project, which is implemented by the ILO in Cambodia, Lao PDR, and at the regional level across Asia. This project aims to enhance health protection and social security" style="border-bottom: 1px dotted #007bff !important;">security systems in the region by promoting resilience, inclusiveness, and integration. The Senior Project Administrative Assistant will be responsible for managing the administration and finances of the project, ensuring compliance with ILO rules and regulations regarding financial transactions. The incumbent will work closely with the Project Manager to provide essential financial, administrative, and logistical support, ensuring the effective implementation of project activities. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders, including government entities, social partners, and civil society organizations.

Duties and Responsibilities:
The Senior Project Administrative Assistant will be tasked with ensuring the smooth functioning of project administration and operations support functions. Key responsibilities include providing administrative and financial support, processing contracts, and maintaining records and files. The incumbent will participate in organizing project meetings, workshops, and training sessions, coordinating all necessary administrative arrangements. This includes making transportation arrangements, hotel reservations, preparing travel authorizations, and assembling relevant information. The Assistant will advise project staff on administrative rules and procedures, maintain communication with various units at Headquarters and other organizations, and review incoming correspondence requiring action. Additionally, the role involves managing project expenditures, ensuring rational use of funds, preparing detailed budget estimates, monitoring project budgets, and preparing year-end closure of accounts. The Assistant will also conduct training on ILO rules and regulations for local partners and support capacity-building activities under the project.

Required Qualifications:
Candidates must have completed secondary school education, with formal training in accounting and/or finance being an asset. A strong understanding of financial and administrative rules, guidelines, and procedures is essential. The role requires excellent numerical analytical skills, the ability to maintain financial records, and proficiency in computer software, particularly Excel, Microsoft Word, PowerPoint, and Adobe Reader. Candidates should demonstrate the ability to prioritize work assignments, organize schedules, and communicate effectively both orally and in writing. A strong sense of tact and diplomacy is necessary for dealing with diverse stakeholders in a multicultural environment.

Educational Background:
The position requires completion of secondary school education. Additional formal training in accounting and/or finance is considered an asset, enhancing the candidate's qualifications for the role.

Experience:
Candidates should possess at least six years of progressively responsible experience in financial and administrative work. Experience in social protection fields and familiarity with the ILO, UN, or NGOs will be viewed favorably. This experience is crucial for understanding the complexities of project administration and financial management within the context of international organizations.

Languages:
A strong command of both English and Lao is mandatory for this position. Proficiency in these languages is essential for effective communication and collaboration with project stakeholders and partners.

Additional Notes:
The position is a fixed-term contract lasting 12 months, subject to the availability of funds. The recruitment process is open to ILO internal candidates as well as external candidates who are nationals of Lao PDR. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The appointment of external candidates will typically be made at the first step of the grade. It is important to note that technical cooperation appointments are not expected to lead to a career within the ILO and do not carry any expectation of renewal or conversion to other types of appointments.