Introduction

In Lao PDR, workers are mostly found in informal and vulnerable employment. It is often unpaid, in the form of contributing family work, and seasonal, to fill up vacant times and earn extra incomes. Workers are usually without proper employment contracts and social security coverage. They can be subject to labour rights violations, work in unhealthy and unsafe environments, including violence and harassment against women.

The project “Reducing vulnerability in Lao PDR: Advancing social protection and labour rights and entitlements in the coffee, tea and forestry sectors – Phase II” (SOLAR II) aims to ensure that workers and households engaged in the coffee, tea, and forestry sectors across 7 provinces and 16 districts of Lao PDR have better access to social protection and occupational safety and health measures. It seeks to replicate the SOLAR I interventions and maximise impact in more regions of Lao PDR. SOLAR II is part of the “Team Europe Partnership with Lao PDR to increase sustainable and inclusive Trade, Investment and Connectivity in the Agriculture and Forestry sectors” (TICAF), which aims to contribute to green, sustainable, and inclusive growth through increased domestic production, processing, exports, and decent work in the coffee, tea, and wood value chains.

SOLAR II supports and empowers workers and their representative individuals and organisations, civil society, and local authorities through training, dialogue, and technical assistance on labour rights issues, and provides opportunities for engagement in rights-based actions. The project aims to strengthen collective mechanisms for workers to share their needs and concerns, especially female workers, and equip them to better realise their labour rights. It applies practical tools to promote behavioural and thought shifts towards gender equality. The project is implemented by the International Labour Organization with support from tripartite constituents, local authorities, Oxfam, and civil society organisations.

The International Labour Organization seeks to recruit a Senior Project Administrative Assistant to support the implementation of the project based in Vientiane, Lao PDR. The incumbent will support the project team in administrative matters, project operations and activities in the target areas, local awareness-raising work, and financial and contractual matters.

Reporting lines

The Senior Project Administrative Assistant will work under the direct supervision of the Project Manager. He/she will work in close collaboration with the National Project Coordinator, ILO’s Finance and Programme Support teams in Bangkok and Headquarters, other social protection and labour projects as required, and staff in the ILO joint project office in Vientiane.

Description of Duties

1. Ensure smooth functioning of the project administration and operations support functions in close collaboration with project staff, through the provision of administrative support, processing contracts, and maintenance of records and files.

2. Participate in the organization of project meetings, workshops, trainings and other activities and coordinate the administrative arrangements, including in the target provinces, districts, and villages.

3. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make transportation arrangements and hotel reservations, prepare travel authorizations, and assemble relevant information such as on weather and road conditions, especially to the project target areas.

4. Maintain, contact and liaise with concerned units at Headquarters Regional office, ILO constituents, civil society organizations, and UN agencies, to discuss administrative and financial matters related to planned activities and resolve sensitive issues.

5. Review all incoming correspondence which requires action, especially from tripartite constituents and local implementing partners, make recommendations regarding the appropriate action to be taken, monitor deadlines and coordinate the responses.

6. Carry out all operations required for expenditures under project funding, ensuring the most rational use of the funds, including making calculations, requesting funds, checking supporting/justifying documents, and making payments. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries, and obtain additional information.

7. Prepare detailed budget estimates for activities under ILO Implementation Agreements, support the National Project Coordinator in negotiation with local partners and finalisation of the budgets and agreements and all supporting documents in adherence to ILO/UN and government rules and procedures, monitor usage and payment status.

8. Monitor the project budget on a regular basis and advise the project team on the status and recommended revisions, including the preparation of budget revisions as required. Prepare year-end closure of accounts in compliance with applicable standards and procedures. Work closely with ILO’s finance units to review and monitor budgets and support in the preparation of regular financial reporting for the donor.

9. Keep abreast of changes to financial rules and regulations, policies, procedures and other developments. Conduct financial training on ILO rules and regulations for local implementing partners, including tripartite constituents and civil society organisations, and provide on-the-job support.

10. Maintain and monitor an inventory of the project’s communication materials such as brochures, posters, banners, 3D figures, etc. to be used at national and local level events. Advise the project team on stocking and production plans. Support the project team and partners in setting up local information centres at district level.

11. Participate in awareness-raising activities together with the project team, including at national and local-level events, fairs and festivals and share basic information on social protection and labour rights with a wide range of visitors from farmers and informal workers to development partners and private sector actors.

12. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education and formal training in a scientific, labour-related or administrative field. Training in accounting or finance is desirable.

Experience

A minimum of six years of operational or administrative support work experience, the majority of which is in the provision of financial operations support services. Experience in labour-related or social protection fields and of working with ILO, UN or NGOs will be considered an advantage.

Languages

Excellent knowledge of English and Lao.

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures and the full range of administrative services within support areas such as HR, Finance and Procurement.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Good knowledge of technical areas of the project work and the work carried out in other units.
• Good analytical skills.
• Knowledge of the substantive nature of ILO programmes and activities.
• Knowledge of UN Common System Policies in the area of finance.
• Ability to reason and make sound judgements.
• Ability to respond to partners with tact and diplomacy and apply discretion where needed.
• Ability to prioritize work assignments, organize schedules, perform routine work independently, meet deadlines, and adapt to changing needs and 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 work in a multicultural environment. Gender-sensitive and non-discriminatory behaviour and attitudes are required.