Senior Administrative Assistant

Introduction

The ILO is leading Mwakuri Aika a Raraoi Ibukimi (“Decent Work for All”) Activity 2 (MARI 2), as part of Mwakuri Aika Nakoraoi Ibukin Maeuraoimi “Decent Employment for Everyone’s Development” (MANIM Project), funded by the Millennium Challenge Corporation (MCC). The overall MANIM Project objective is to facilitate decent and inclusive employment for I-Kiribati.

MARI 2 has a budget of approximately USD 6 million over 48 months of implementation, subject to confirmation of funding expected in December 2023. It aims to enhance protection and family resilience in Kiribati for existing, aspiring and returnee migrant workers, members of their families, and their advocates, across three key areas: workers’ rights and wellbeing, including facilitating the establishment of Kiribati’s first Overseas Worker Resource Centre (OWRC); pre-departure training and community outreach, in complement to existing pre-departure programs, which will equip workers and their families to maximise the benefits, and manage the impacts of, labour migration; and reintegration support to sustain the benefits of labour migration. The ILO will work closely with the Ministry of Employment and Human Resources (MEHR) across all results areas. In addition to leading Activity 2 (MARI 2) of the MANIM Project, ILO is responsible for implementing the Counter-Trafficking in Persons (CTIP) Risk Management Plan for the MANIM Project as a whole.

Working Relationships

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.

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.

optional section (if needed)

(continuation of duties)

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

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 and Operations Officer.

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.
• Good drafting skills.

Con’td

• 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.