Project Administrative Assistant

Introduction

The International Labour Organisation (ILO) is a specialised agency of the United Nations. It was established in 1919 to promote social justice and brings together governments, employers and workers of 187 Member States to set labour standards, develop policies and devise programmes promoting decent work for all women and men.

Mining represents an important source of income worldwide. Kazakhstan’s position in the world market of metals is specified, the influence of the mining and metallurgical industry (MMI) on the macroeconomic performance of the country is highlighted.

To address the challenge with occupational hazards, deceases and mortality, this intervention will build on the ongoing initiatives of the Government to strengthen social protection for workers in hazardous jobs as well as support of ILO to address compliance gaps for C87 and C98, identification of OSH gaps in the mining sector, through gender-responsive targeted trainings, policy advice and knowledge sharing.

In June 2024 a Roadmap for promotion of decent work was signed by ILO and Kazakhstan constituents. It covers promotion of international labour standards (ILS) and OSH, introducing related changes and additions to the current labour legislation, which are planned as part of the implementation of the Safe Labour Concept for 2024–2030. Also, an important role in ensuring safe working conditions is given to the issues of promoting gender equality and protection from violence and harassment in the world of work. 

This initiative will contribute to 
1) strengthening fundamental principles and rights at work in mining sector by enhancing application of ILO Conventions on freedom of association (C87), collective bargaining (C98), and occupational safety & health (OSH) (C155 and C187) as well as Labour Inspection Conventions (C81 and 129). 
2) enhancing capacity of labour inspection and preparing action plans for safe and healthy mining working environments agreed by the tripartite constituents by enhancing OSH through capacity building of labour inspections.
The collaborating partners include UN Agencies: UNDP, RCO, and others involved in the UNSDCF. Local Network of the UN Global Compact: Collaboration for knowledge sharing and dissemination of results. National Tripartite Constituents: Acting as the tripartite advisory group.

This position is located in the Decent Work Technical Support Team/Country Office for Eastern Europe and Central Asia (DWT/CO-Moscow). work unit in the Regional Office (RO) for Europe and Central Asia (RO-EUROPE).

The Project Administrative Assistant will ensure smooth administrative support for activities.

Reporting lines:

The position works under the supervision of National Project Coordinator based in Astana, Kazakhstan. DWT/CO-Moscow’s Labour Administration, Labour Inspection and OSH specialist is the second-level supervisor. The Director of DWT/CO-Moscow is the Responsible Chief for the position.

Description of Duties

1. Serve as focal point for coordination of project implementation administrative support activities, involving liaison with various organizational units to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
2. Provide general office management assistance, handle administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices. Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
3. Compile and prepare background information and tables for briefing and review sessions by identifying and consolidating data and relevant information on project activities. Clear outgoing communications for conformity with established procedures and accuracy before being signed by the supervisor/s. 
4. Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.
5. Maintain an overview of the financial situation of the project. Prepare and modify budget data as required.
6. Maintain and update relevant databases/records/registers/control plans on the status of project at each project cycle and programming activity for monitoring and evaluation purposes.  
7. Draft substantive correspondence on project activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.
8. Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories. 
9. Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.
10. Process all project payments ensuring accuracy and documenting all financial transactions. 
11. Provide informal interpretation and translation.
12. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least five years of relevant work experience. 
 

Languages

Excellent knowledge of English and Kazakh. Working level of Russian is an advantage.

Competencies

• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitask. 
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e., IRIS).
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
• Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs. 
• Accuracy and ability to pay attention to detail.
• Ability to search and retrieve information from databases and compile reports.
• Excellent oral and written communication skills.
• Customer service experience in order to provide courteous, prompt and efficient responses to clients.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.