Description of Duties

1.    Provide administrative support to the ILO/Japan Multi-bilateral Programme and ILO/Japan Fund for Building Social Safety Nets in Asia and the Pacific, especially activities undertaken by the National Project Coordinator and other implementing partners, prepare briefs, periodical reports and statistical data on status of project activities, to contribute to the preparation of technical and progress reports.
2.    Draft correspondence, meeting minutes, memoranda and reports on financial and administrative matters in accordance with standard office procedures.
3.    Responsible for all administrative tasks, including logistical support to the project personnel, travel arrangements, visas, hotel reservation, etc. and provide logistics arrangements for conferences, seminars, workshops and meetings.
4.    Assist the National Project Coordinator in the programming and preparation of budget estimates and expenditure forecasts by analysing and monitoring the situation of resources as compared to planned activities.
5.    In coordination with the NPC, maintain an overview of the financial situation of the project to ensure that timely administrative support is provided in general and particular areas.
6.    Assist the National Project Coordinator in maintaining project financial transaction and reporting systems in accordance with the ILO financial rules and regulations. Prepare administrative and finance-related briefing materials for the Programme Manager for reporting purposes and meetings with donors. Keep abreast of the progress report requirements and timetable, providing support for the preparation and submission thereof.
7.    Liaise with finance and admin offers/ assistants in HQ and project countries in relation to the admin and finance matter as necessary and as appropriate.
8.    Provide interpretation, translation and proofreading.
9.    Perform other duties as may be assigned by the National Project Coordinator.

Required qualifications

Education

Completion of secondary education. University degree in the relevant field as an asset.

Experience

Minimum three of four years of progressively responsible administrative work, and some training in an administrative field. Proven experience of supporting implementation of development cooperation projects and working effectively with government bodies and other social partners in charge of policy making and with development partners would be an asset. Previous working experience in the UN with a similar function would be an asset.

Languages

Excellent command of English and the local language.

Competencies

•    Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures.
•    Ability to work with MS Word, Excel, Powerpoint, spread sheet, web-browser, as well as other computer software packages required for the work. Familiarity with the IRIS system is a plus.
•    Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
•    Ability to prepare preliminary reports and to draft correspondence.
•    Good communication skills. Both orally and in writing and ability to communicate with people to build good working relationships.
•    Ability to organize own work and to work independently as well as work in a team.
•    Ability to work under pressure and to meet the deadline.
•    Must demonstrate responsible behaviour and attention to details.
•    Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.