Administrative Assistant

Introduction

The International Labour Organization (ILO) has a Strategy on labour migration and human mobility for the Latin American and Caribbean region, guided by International Labour Standards and whose strategic lines of action include: i) promoting regular, safe and equitable migration; ii) promoting the governance of migration for employment purposes and social dialogue; iii) promoting a rights-based approach, including the ratification and implementation of conventions on migrant workers; iv) improving the working conditions of migrant workers; v) promoting a gender perspective in migration policies; vi) promoting the transition of migrant workers from the informal to the formal economy; vii) strengthening the links between employment and labour migration policies; viii) protecting migrant children and preventing migrant child labour; ix) promoting fair hiring and reducing the costs of labour migration; x) providing technical assistance to constituents on labour migration; xi) improving information and statistics on labour migration; xii) Mobilize and raise awareness about the contribution of migrant workers to development.

• The ILO Country Office for Mexico and Cuba has strengthened its work agenda on labour migration, prevention of forced labour and child labour, resuming the aforementioned strategy. These three issues are directly linked in practice and are coordinated by the two projects in which the person occupying the position of Administrative Assistant will collaborate.
• The project “Strengthening Civil Society to Protect and Defend Migrant Workers” seeks to strengthen the capacity of civil society and workers’ organizations to protect migrant workers participating in temporary work programs in the United States, with a particular focus on the H-2 visa program. The project will result in new strategies and models for protecting migrant workers, which can be replicated and scaled up in other states, in line with the ILO General Principles and Operational Guidelines for Fair Recruitment.
• For its part, the “AccioNNAr” Project seeks to address child labor and forced labor in the context of migration at the federal, state and local levels with specific and direct interventions in the southern states of Chiapas, Yucatán and Quintana Roo, as well as regional interventions that include Belize, El Salvador, Honduras and Guatemala. The complexity of the child labor phenomenon, combined with an uncertain economic scenario, calls on various sectors to redouble their efforts to avoid a setback, and thus, define more focused, coordinated and integrated strategies to address the persistence of child labor, especially in its worst forms.

HIERARCHICAL LINES

• The person in charge of this position will join the team of the Project “Strengthening civil society to protect and defend migrant workers” and the AccioNNAr project: Combating child labor and forced labor, both of the ILO office for Mexico and Cuba, and will work under the supervision of the Coordinators of the two projects and the director of the Office.
• When required, he/she will coordinate directly with the administrative departments of the counterparts of both projects.

Description of tasks

• Provide support in the coordination of activities for the execution of the aforementioned projects, including liaison with various units of the Mexico Office and at headquarters to initiate requests, obtain the necessary authorizations, process and follow up on administrative actions.
• Provide general office assistance, handle administrative tasks at meetings, seminars and/or workshops organized by the projects/interventions at national and/or regional level. This may include logistical coordination, note-taking and/or minutes, preparation of invitation letters, and drafting, compiling and distributing working documents and other materials.
• Support the knowledge management functions of both projects, inside and outside the organization, and keep their directories up to date.
• Ensure effective communication via email and on the website with Headquarters and Regional and Country Offices, as well as maintain updated information for the Mexico Office website.
• Draft non-substantive correspondence on project and programme activities and assist with the preparation of reports related to activities of both interventions, in accordance with the requirements of the Office.
• Liaise with the relevant secretariats, ILO constituents and social partners (workers’ and employers’ organisations) for the required authorisations.
• Process and complete timely travel arrangements for assignments of colleagues, specialists, or others as directed, including travel authorization, hotel reservations, visas, identification documents, driver’s license, security clearance, and other required clearances.
• Coordinate internal and external meetings and appointments for visitor missions, including high-level officials.
• Prepare routine financial data and reports for intervention-related activities. Enter data into the computer by classifying and coding transactions.
• Maintaining official files and records related to the activities of the interventions, organized and updated. As well as keeping track of expenses and budget allocations, funds for the execution of activities of both interventions.
• Prepare and process transactions in the Office Administrative System (IRIS) including: Contracts, Travel Requests, Purchase Orders, Purchase Requisitions, preparation of budget revisions in Excel and manage External Payment authorizations with the Finance Unit.
• Perform other duties as assigned by supervisors.

Education

• Complete secondary education.

Experience

• Minimum five years of relevant work experience.
• Previous professional experience in International Organizations and/or United Nations agencies will be considered an advantage.
• Experience in administrative management of USDOL-funded projects will be considered an advantage.
• Practical experience with standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint).
• Advanced database management.

Languages

• Minimum: Mastery of Spanish and working level of English (intermediate).

Source: https://jobs.ilo.org/job/Ciudad-de-M%C3%A9xico-Asistente-Administrativo-G5-(DC)/1104344601/