Programme and 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 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 of approximately 3,300 employees. The ILO focuses on promoting decent work for all, which includes creating jobs, enhancing social protection, and promoting rights at work. The organization is committed to fostering social dialogue and collaboration among governments, employers, and workers to achieve sustainable development and economic growth.

Job Overview:
The Programme and Administrative Assistant will play a crucial role in supporting the project titled 'Eliminating Workplace Discrimination, Harassment, and Child Labour in Lao PDR to support trade and compliance.' This project aims to strengthen the enforcement of labor laws in accordance with international standards, particularly in trade sectors. The assistant will provide essential programmatic and administrative support to ensure that project objectives are met effectively. This includes maintaining financial records, processing contracts, preparing correspondence, and providing logistical support for project activities. The role requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders, including ILO staff, consultants, and implementing partners. The assistant will report directly to the National Project Coordinator and will be guided by the Director of the ILO Decent Work Technical Support Team for East and South-East Asia and the Pacific.

Duties and Responsibilities:
The Programme and Administrative Assistant will be responsible for a wide range of duties, including but not limited to: maintaining project financial records and monitoring systems; processing contracts for financial clearance and payment; preparing correspondence in both English and Lao; reviewing financial reports from project partners; classifying budget codes and verifying claims for payment; providing administrative and financial guidance to project staff; preparing recurring and special reports for donor reporting; calculating cost estimates and participating in budget analysis; drafting correspondence and reports; managing logistical arrangements for project personnel; and performing other relevant duties as assigned. The assistant must ensure compliance with ILO rules and regulations while maintaining a high level of accuracy and attention to detail in all tasks.

Required Qualifications:
Candidates must have completed secondary school education with formal training in accounting and/or administrative fields. A minimum of five years of progressively responsible experience in financial and administrative work is required, along with some training in an administrative field. Familiarity with UN administrative and financial procedures is considered an advantage. The candidate should possess excellent analytical skills, the ability to maintain financial records, and the capability to handle confidential matters with discretion. Proficiency in Microsoft Office and statistical software packages is essential, along with strong organizational skills and the ability to work under pressure and meet deadlines.

Educational Background:
The educational requirement for this position includes the completion of secondary school education, with a preference for candidates who have received formal training in accounting or in a related administrative field. This educational background is crucial for understanding the financial and administrative processes that the role entails.

Experience:
The position requires a minimum of five years of progressively responsible experience in financial and administrative roles. This experience should include a solid understanding of financial rules and regulations, as well as practical knowledge of administrative procedures. Candidates with experience in the UN system or similar international organizations will have a competitive advantage, as they will be familiar with the specific challenges and requirements of working in such environments.

Languages:
The mandatory language requirement for this position is an excellent command of English. Proficiency in Lao is also necessary, as the assistant will be required to prepare correspondence and communicate effectively with local stakeholders. Knowledge of additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position is a fixed-term contract for two years, with the possibility of extension based on performance and funding availability. 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 Lao PDR. The ILO values diversity and encourages applications from qualified female candidates and individuals with disabilities. The role is full-time, and candidates must complete an online application form as part of the recruitment process. The ILO does not charge any fees at any stage of the recruitment process.