Senior Project Assistant

The Senior Project Assistant will provide administrative and operational support to the Technical Assistance project supporting the Kiribati National Employment Policy. The role involves coordination of programme activities, financial and administrative support, event organization, and liaison with partners to ensure compliance with ILO procedures and effective programme implementation.

Responsibilities

• Undertake required administrative and operational support services, including office support, human resources, travel, and logistics, ensuring compliance with administrative procedures including required supporting documentation.
• 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.
• Organize and coordinate meetings, workshops and other events.
• Attend and participate in internal and external meetings and workshops in assigned areas of work.
• Participate in the planning, monitoring, management and reporting on the programme’s allocations and expenditures in coordination with the Programme Assistant and Director.
• Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support programme and budget and workplan documentation and financial and technical progress reports for donors.
• Establish and maintain filing systems for the programme and ensure they are accessible and efficient.
• Evaluate and propose improvements to workflows and procedures.
• Assist in the preparation of reports, briefs, talking points and other materials by designing and generating statistical tables and other background materials.
• Draft correspondence and provide informal translations of correspondence as required.
• Coordinate the logistical aspects of travel for ILO staff, consultants, partners and other parties including travel and accommodation arrangements, visas and security requirements.
• 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.
• Perform and/or coordinate other general administrative duties such as attendance and leave recording, office space, registry, inventory and procurement matters.
• Perform other relevant duties as assigned by the Director.

Requirements

• Completion of secondary school education.
• Training in an area related to general administration, finance and office support.
• 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.
• Excellent command of English.
• 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.
• 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.
• 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.

Skills

• General Administration
• Office Support
• Enterprise Resource Planning
• Microsoft Office Suite
• Process quality assessment
• Programme Coordination
• Information Retrieval
• Report Drafting
• Support staff coordination
• Analytical Skills
• Confidentiality Management
• Event Organization
• Financial Support
• Multi-cultural Team Collaboration
• Gender-sensitive Health Practices

Languages

English