Senior Project 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 promoting gender equality and diversity within its workforce, actively encouraging applications from women and individuals with disabilities.

Job Overview:
The Senior Project Assistant will play a crucial role in supporting the implementation of the Kiribati National Employment Policy (KNEP 2025–2029) Project, which is funded by Australia through the Department of Foreign Affairs and Trade. This project addresses significant challenges such as youth unemployment, informal employment, and the need for improved labor market data and information systems. The Senior Project Assistant will work closely with the Director of CO-Suva and the Programme Assistant to ensure effective program implementation and reporting. The role involves providing administrative support, coordinating meetings and events, and assisting in the development and monitoring of program partnerships and activities. The successful candidate will also be responsible for maintaining filing systems, preparing reports, and coordinating travel logistics for staff and partners. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to achieve project goals.

Duties and Responsibilities:

• Provide comprehensive administrative and operational support services, ensuring compliance with established procedures and documentation requirements.
• Assist in the development and monitoring of program partnerships and activities, focusing on the administrative and financial aspects of contracts.
• Organize and coordinate meetings, workshops, and events, actively participating in discussions and providing input as needed.
• Collaborate with the Programme Assistant and Director to plan, monitor, and report on program allocations and expenditures, maintaining accurate records and preparing budget-related reports.
• Establish and maintain efficient filing systems for the program, proposing improvements to workflows and procedures as necessary.
• Prepare reports, briefs, and other materials, including statistical tables and background information.
• Draft correspondence and provide informal translations when required.
• Coordinate travel logistics for ILO staff and partners, ensuring all arrangements are made in a timely manner.
• Perform general administrative duties related to attendance, office space, and procurement matters. 1
• Undertake any other relevant duties as assigned by the Director.

Required Qualifications:
Candidates must have completed secondary school education and possess training in areas related to general administration, finance, and office support. A strong understanding of administrative procedures and compliance is essential. Candidates should demonstrate excellent organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Additionally, proficiency in using PC software, particularly Microsoft Office, is required. Knowledge of ILO programs and activities will be an advantage, along with the ability to adapt quickly to new software and systems.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Candidates with additional training or certifications in administration, finance, or related fields will be preferred. This educational background will provide the necessary foundation for understanding the complexities of administrative support within the ILO framework.

Experience:
A minimum of six years of experience in general administration and office support is required. This experience should include providing senior-level support services and familiarity with enterprise resource planning (ERP) systems. Candidates should have a proven track record of managing administrative tasks efficiently and effectively, demonstrating the ability to work in a fast-paced environment while maintaining high standards of accuracy and compliance.

Languages:
An excellent command of English is mandatory for this position. Candidates should be able to communicate effectively in both written and spoken forms. Additional language skills may be considered an asset, particularly if they relate to the local context or the diverse communities served by the ILO.

Additional Notes:
This position is a full-time role with a contract duration of one year, with the possibility of extension based on performance and funding availability. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process is open to both internal and external candidates, and all applicants must complete an online application form. The ILO does not charge any fees during the recruitment process and emphasizes the importance of confidentiality and integrity in handling applications.