Administrative Assistant

The project “Comply with Fundamental Rights at Work in Costa Rica” (CRI/24/01/CAN) seeks as its final result “To improve compliance with labor legislation related to fundamental principles and rights at work in Costa Rica through an improved labor inspection system”. To achieve this objective, the ILO will strengthen the capacities of labor authorities to implement strategies aimed at improving the labor inspection system and reducing barriers to

gender equality at work. Through various education and outreach activities, the project will also seek to provide labor stakeholders with alert mechanisms used to monitor and evaluate efforts made in labor inspections, particularly for

vulnerable workers employed in sectors occupied by women.

In summary, this ILO project seeks to improve compliance with labor legislation in Costa Rica, especially in terms of occupational safety and health, gender equality and fair working conditions, through training, technical assistance and development of policies and compliance mechanisms. The

Project Assistant will have as his/her main activity the administrative and financial assistance of the Project activities.

HIERARCHICAL LINES

• The person who has the responsibility of Project Assistant will report directly to the Project Coordinator located at the project headquarters in San José.

Description of tasks

• Write correspondence on administrative matters according to standard office procedures and follow up as necessary. Assist in the preparation and updating of periodic reports. At the request of your supervisor, prepare surveys, presentations, etc. using the software provided by the office or other free internet applications.
• Assume responsibility for all administrative tasks, including logistical support to project staff, travel arrangements, visas, hotel reservations, etc. and providing logistical coordination for conferences, seminars, workshops, and meetings. Take notes and/or minutes at meetings.
• Monitor the use of funds in project activities, request reconciliation of expenses, balances, payment statements, and other data related to budget use, prepare expenditure projections, and report on the need to review and/or adjust the project budget if necessary. Prepare information material on the use of funds in relation to the activities undertaken to support reporting to donors.
• Maintain an overview of the project’s financial situation to ensure timely administrative support is provided in general and specific areas. Prepare and modify budget codes and budget data in proposals, budget reviews and budget adjustments.
• Prepare and process transactions in IRIS, when applicable, including Contracts, Travel Requests, Purchase Orders, Purchase Requests and External Payment Authorizations. Based on the information recorded in the system, inform the supervisor of insufficiencies and discrepancies in the execution and status of allocations. Follow up on the expiration/delivery dates of all contracts and agreements related to the actions
• carried out within the framework of the projects, in order to ensure their validity and request any necessary renewals in a timely manner.
• Support the Project Coordinator in maintaining the project’s financial transaction systems, following the procedures and standards established by the ILO in its Financial Regulations, Staff Regulations, Internal Governance Documents (IGDS) and internal controls established by the Office. Prepare administrative and financial information material for the Project Coordinator for reporting purposes and meetings with the

Project Steering Committee.

• Provide information to the project implementing partners on the ILO’s administrative and financial procedures. Inform the Project Coordinator of potential difficulties that may arise from the administrative and financial management capacity and competence of the project implementing partners to address the problem in a timely manner.
• Provide informal and formal interpretation and translation if required.
• Perform other functions assigned by the Project Coordinator if necessary.

Education

• Complete secondary education.

Advantage:

• Technical studies in the administrative or accounting area.

Experience

Minimum:

• Five years of administrative and/or financial work of progressive responsibility.

Advantage:

• Demonstrable experience supporting the execution of technical cooperation projects is considered an advantage.
• Knowledge of internal procedures for the preparation of
• administrative documents and forms and for the creation and maintenance of digital filing systems.

Languages

Minimum:

• Excellent knowledge of Spanish.
• Intermediate level of English.

Source: https://jobs.ilo.org/job/San-Jos%C3%A9-Asistente-Administrativo-G5-(DC)/1098124401/