1. Introduction:

The International Labour Organization (ILO) is implementing a 12-month project entitled “Strengthening Climate-Resilient Leather, Textile and Garment Industry in Ethiopia,” funded by the Government of Japan through the Japanese Supplementary Budget (JSB).

The project aims to promote safe, climate-resilient, productive, and socially responsible enterprise practices in Ethiopia’s leather, textile, and garment sectors. It supports enterprise-level improvements in occupational safety and health (OSH), productivity, resource efficiency, and responsible business conduct, while strengthening collaboration with national institutions and social partners.

Given the project’s results-based framework and compressed implementation timeframe, strong administrative, financial and operational support is essential to ensure timely delivery in line with ILO rules and procedures.

2. Reporting lines:

The incumbent will work under the direct supervision of the Chief Technical Adviser (CTA) of the ONE ILO Siraye Programme. The incumbent will work in close coordination with the Country Office administrative, finance and procurement units.

3. Main duties and responsibilities:

1.    Provide comprehensive administrative support to the project to ensure smooth daily operations in line with ILO rules and procedures and provide guidance to project staff on applicable administrative rules, regulations and procedures.
2.    Prepare and process administrative documentation, including contracts, travel authorizations, requisitions, and other required forms.
3.    Maintain and update project files, databases, and records, ensuring accuracy and confidentiality.
4.    Draft routine and non-routine correspondence, including confidential communications, as required, and review incoming correspondence requiring action, monitor deadlines, and follow up with relevant units.

5.    Assist in the preparation of budget estimates, cost calculations and financial projections for project activities.
6.    Process financial transactions in line with development cooperation procedures, including verification of supporting documentation.
7.    Monitor budget allocations and expenditures to ensure proper utilization of funds and compliance with financial rules and prepare periodic financial reports and administrative statistics as required.
8.    Respond to queries related to budget and expenditure data and liaise with the finance unit as needed.

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9.    Organize travel arrangements, including reservations and preparation of travel documentation.
10.    Support the organization of workshops, seminars and training sessions, including venue arrangements, logistics coordination and preparation of documentation and liaise with service providers and ensure timely delivery of services in line with procurement guidelines.
11.    Brief international staff, experts and consultants on administrative procedures and logistical matters.

12.    Maintain regular contact with ILO technical units, constituents, social partners and service providers on administrative matters.
13.    Support internal coordination between project staff and the Country Office administrative units.
14.    Perform other related administrative duties as assigned.

4. Required Qualifications

Education

• Completion of secondary school education and formal training in the relevant administrative area. 

Experience

• Minimum of six years of progressively responsible administrative work with supervisory experience. 

Languages

• Excellent command of English and good working knowledge of Amharic are required.

5. Competencies:

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to changing demands.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (e.g., IRIS),
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to lead a team and manage a heavy workload under time pressure.
• Thorough knowledge and understanding of complex administrative guidelines and procedures, as well as the full range of administrative services within support areas such as HR, Finance, and Procurement.
• Good knowledge of the work of the project /programme and the work carried out in other work units.
• Ability to respond to requests and to deal with visitors with tact and diplomacy.
• Ability to search and retrieve information from databases and compile reports.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment, and gender-sensitive behaviour and attitudes are also required.