Introduction

Improving Labour Governance in PNG is a three-year program partnering with the International Labour Organization (ILO) and the Government of Papua New Guinea (GoPNG) through the Department of Labour and Industrial Relations (DLIR) to make improvements to GoPNG’s labour market governance and administration settings.

The program is designed to address systemic gaps in the country’s labour governance and administration frameworks, improve the availability of labour market data to inform GoPNG’s policymaking and strengthen collaboration between government and the private sector (represented by employer and worker groups).

The end of program outcomes are:

1. Improved GoPNG capacity to deliver labour market governance reforms, related to the Employment Act, Occupation Safety and Health Act and national wage policy, and undertake labour administration.

2. Improved the availability of PNG labour market data to inform GoPNG policymaking.

3. Improved collaboration between GoPNG and the private sector, represented through employer and

worker groups, on labour market arrangements through PNG’s National Tripartite Consultative Council.

Working relationships

The Senior Administrative and Finance Assistant will work under the supervision of the PM in Port Moresby and the Operations Officer in Suva.

Description of Duties

1. Undertake required administrative and operational support services, including office support, human resources, travel, and logistics, ensuring compliance with administrative procedures including required supporting documentation

2. Assist in the development and monitoring of programme partnerships and activities, by supporting the administrative and financial aspects of contracts including partner implementation agreements and consultancies. Provide guidance and feedback to administrative counterparts in partner organizations to improve efficiencies and promote compliance with ILO rules and regulations.

3. Organize and coordinate meetings, workshops and other events. Attend and participate in internal and external meetings and workshops in assigned areas of work.

4. In coordination with the Senior Administrative and Financial Assistant based in Suva, and with oversight from the NPC, participate in the planning, monitoring, management and reporting on the programme’s allocations and expenditures. Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support the preparation of programme and budget and workplan documentation and financial and technical progress reports for donors.

5. Establish and maintain filing systems for the programme and ensure they are accessible and efficient. Evaluate and propose improvements to workflows and procedures.

6. Assist in the preparation of reports, briefs, talking points and other materials by designing and generating statistical tables and other background materials.

optional section (if needed)

7. Draft correspondence and provide informal translations of correspondence as required.

8. Coordinate the logistical aspects of travel for ILO staff, consultants, partners and other parties as necessary, including making travel and accommodation arrangements, coordinating visas and security requirements, and supplying required documentation for the timely processing of administrative transactions by the Senior Administrative and Financial Assistant based in Suva. Provide information and practical assistance to staff related to their travel. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.

9. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.

10. Perform other relevant duties as assigned by the  PM

Required qualifications

Education

Completion of secondary school education. Training in an area related to general administration and office support.

Experience

Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English.

Competencies

• Good knowledge of a range of operational areas.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• Knowledge of methods and techniques for assessing quality and efficiency of process execution.
• Knowledge of the substantive nature of ILO programmes and activities.
• In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, takes responsibility for performance, Quality orientation, Collaboration], this position requires:
• Ability to adapt quickly to new software and systems.
• Ability to coordinate and oversee a broad range of operational activities.
• Ability to search, retrieve and compile information from a variety of sources.

Cont’d

• Good drafting skills.
• Ability to coordinate the work of support staff.
• Analytical skills and attention to detail.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behavior and attitudes.