Senior Administrative Assistant

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Description

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• The Senior Administrative Assistant will work under the supervision of the PM in Tarawa and the Operations Officer in Suva.
• The incumbent will work with external partners based in Kiribati, to provide guidance on ILO practices and procedures, solve administrative-related matters, and ensure programme implementation and reporting remains on track through initiation and completion of necessary clearances, processes and administrative actions.

• 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.
• 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.
• 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 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.
• Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
• Perform other relevant duties as assigned by the  PM and Operations Officer.

• Completion of secondary school education. Training in an area related to general administration 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.

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