Introduction

The project Strengthening peace and social cohesion through socio-economic resilience along inclusive value chains for vulnerable populations in the Artibonite department (Gonaives) seeks to increase resilience of the population in the Artibonite Department and reduce their vulnerability to the expanding organized violence in Haiti and the Department. The interagency project is supported Peace Building Fund and will be led by ILO and implemented with the World Food Organization (WFP).  It aims to achieve this by enhancing the socio-economic resilience of vulnerable populations – including internally displaced persons, returnees and host communities – who are affected by violence, displacement, food insecurity, and resource-based conflict. 

The project Business Support Centre for Sustainable Livelihoods, which is funded by the Ministry of Finance, aims to establish an Enterprise Support Centre (ESC) in Northern Haiti (Cap‑Haïtien) to promote sustainable enterprise development, decent job creation, local economic growth, and peace and stability. Targeting independent enterprises as well as micro and small businesses, the ESC will provide access to finance, training, mentoring and market linkages.

The Project Administrative Assistant provides essential operational, administrative and logistical support to ensure the effective planning, coordination and implementation of the project’s activities. The role supports day‑to‑day programme operations by managing documentation, organizing meetings and missions, facilitating communication with stakeholders, monitoring administrative requirements and ensuring compliance with organizational procedures. This position contributes directly to efficient project delivery by maintaining workflows, supporting financial and procurement processes and providing timely administrative assistance to the project team.

Reporting lines:

Under the overall responsibility of the ILO Director in Port of Spain, the incumbent will work under the daily supervision of the National Project Coordinator of the PBF in Haiti. The incumbent will work closely with the team working on other ILO projects in Haiti. The project team will receive support from the finance and operations units in the DWT and Office for the Caribbean in Port of Spain and Specialists in the Port of Spain office, including the Sustainable Enterprise Specialist, ACTRAV (Bureau for Workers' Activities) and ACT/EMP (Bureau for Employers' Activities) and the Priority Action Programme for Crises and Post-Crises (AP/CRISIS). The position will be based in Port au Prince or Gonaïves, Haiti.

Description of Duties

1. Serve as focal point for coordination of project implementation administrative support activities, involving liaison with various organizational units in the field and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
2. Provide general office management assistance, handle administrative tasks and 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.
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 projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes.  
7. Draft substantive correspondence on project/programme 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. Provide guidance and training to, and monitor the work of, junior project/program support staff as needed to ensure the smooth, uninterrupted implementation of the project/programs.
11. Process all project payments ensuring accuracy and documenting all financial transactions.
12. Provide informal interpretation and translation.
13. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least five years of relevant work experience in the field of administration and finance. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Supervisory experience would be an asset. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.

Languages

Excellent knowledge of French. Working knowledge of English.

Competencies

Candidates applying for the position should note that the nine core competencies of the ILO, listed below, may be assessed during the selection process: (i) Integrity and transparency, (ii) Sensitivity to diversity, (iii) Focus on learning and knowledge sharing, (iv) Customer focus, v) Communication, vi) Change orientation, vii) Accountability for performance, viii) Quality orientation and ix) Collaboration and also require:

• 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 system.
• 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 details.
• 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.