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.

Against the background of the current refugee crisis in Armenia, the ILO mobilises its internal funding and implements a two-year initiative (hereunder Initiative) to address the complex challenges of the informal economy in the context of the crisis. The proposed ILO interventions bridge the on-going immediate humanitarian assistance phase of crisis response and a new phase that aims at a sustainable recovery centred on Decent Work. Building on the existing assistance and reflecting the expressed priorities of the country, the ILO initiative focuses on: 1) capacity building of the constituents and social dialogue to address informality; 2) policy and regulatory frameworks and institutional capacity; and 3) extending labour protection to vulnerable groups of workers in the informal economy. 

Under direct supervision by the Senior Employment Specialist, and under guidance by the DWT Director, the National Coordinator (NC), National Project Coordinator, and relevant specialists, the Programme Administrative Assistant performs financial transactions in accordance with ILO rules and regulations, and provides assistance to activities of the Initiative following the procedural requirements established by the ILO. The incumbent coordinate actions with colleagues in the sub-regions. 

This position is located in Yerevan, Armenia, and reports to the ILO Decent Work Technical Support Team and Country Office for Eastern Europe and Central Asia. 
 

Reporting lines

The Programme Administrative Assistant will report to the National Project Coordinator based in Yerevan, Armenia as a direct supervisor and to Senior Employment Specialist of the Decent Work Team (DWT) for Eastern Europe and Central Asia as a second-level chief. The incumbent will be guided by and may receive tasks from the National Coordinator for Armenia (NC-Yerevan) and other relevant DWT specialists. 

The Director of DWT/CO for Eastern Europe and Central Asia is the Responsible Chief of the position.

Description of Duties

1. Serve as focal point for administration of Initiative implementation, involving liaison with administrative and programme staff of DWT/CO for Eastern Europe and Central Asia and at HQ, as relevant, 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 Initiative-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 projects. 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, and implementing partners for required clearances. Maintain up-to-date directories. 
9. Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.
10. Ensure contracts and project payments are processed in accordance with ILO rules and regulations. 
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. Familiarity with Oracle-based operating systems constitutes an advantage.

Languages

Excellent command of Armenian and a good working knowledge of English (written and oral).

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 learn 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 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 identify 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.