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 of approximately 3,300 employees. The ILO focuses on promoting decent work opportunities, enhancing social protection, and strengthening dialogue on work-related issues among governments, employers, and workers.

Job Overview:
The Administrative Support position is integral to the Decent Work Technical Support Team/Country Office (DWT/CO) Budapest, based in Pristina, Kosovo. This role is primarily funded through a development cooperation project aimed at improving labor legislation compliance and fostering SME growth. The incumbent will play a crucial role in enhancing working conditions in Kosovo by supporting the labor inspectorate and social partners. The position involves a variety of administrative, logistical, and financial tasks that are essential for the successful execution of project activities. The candidate will be expected to manage correspondence, maintain project records, and assist in organizing meetings and workshops, thereby contributing to the overall objectives of the project and the ILO's mission.

Duties and Responsibilities:

• Draft and format standard correspondence and various documents related to project activities, ensuring compliance with ILO requirements.
• Provide general office management and administrative support for meetings, seminars, and workshops organized under the project.
• Update project information on the website and databases in coordination with technical specialists and the Communication Officer.
• Maintain organized files, databases, and official records related to project activities, and retrieve information as needed.
• Liaise with other work units to facilitate the completion of tasks.
• Process administrative arrangements for official travel, including travel authorizations and visa applications.
• Compile routine financial data for project activities and enter data for transaction classification.
• Prepare and process transactions in the IRIS system, including contracts and purchase orders.
• Arrange payments for resource persons and maintain accurate records of financial transactions. 1
• Conduct market research for procurement needs related to the project. 1
• Perform additional duties as assigned by the supervisor.

Required Qualifications:
Candidates must have completed secondary school education. A minimum of three years of experience in general office management and clerical support is required. Experience in procurement processes, particularly for vehicles and IT equipment, is considered an asset. Candidates should demonstrate strong organizational skills, the ability to prioritize tasks, and proficiency in basic computer software such as Microsoft Word, PowerPoint, and Excel. Excellent oral and written communication skills in English are mandatory, along with a good working knowledge of Albanian.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. Candidates with further qualifications or certifications in office management or related fields may have an advantage in the selection process.

Experience:
The position requires at least three years of relevant experience in general office management and clerical support work. Experience in assisting with procurement processes is beneficial and may enhance a candidate's application.

Languages:
Excellent knowledge of English is mandatory, and a good working knowledge of Albanian is also required. Proficiency in additional languages may be considered an asset but is not mandatory for this position.

Additional Notes:
This is a fixed-term contract position with a duration of one year, subject to renewal based on the availability of funds and satisfactory performance. The entry-level salary for this position is 18,093 Euro per year. 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, with specific local recruitment criteria applicable to external applicants.