Administrative Assistant - G6 (DC)

The ILO seeks to recruit the services of a project administrative assistant that will closely work with the project team and IGAD secretariat in relation to the implementation of the ILO Project on “Free Movement of Persons and Transhumance in the IGAD Region: Improving Opportunities for Regular Labour Mobility” financed by the European Union (EU) Emergency Trust Fund. The overall objective of the project is to improve opportunities for regulated labour mobility and decent work within the IGAD countries through knowledge generation, capacity building, promoting social dialogue and rights based approach to labour migration and mobility governance in the broader context of the regional integration process. In the long term, it is expected to extend decent work opportunities to current and potential migrants and their host communities within the region, as well as contribute to regional integration, strengthen the link between economic growth and job growth, and enhance the social and economic integration of migrants.

Reporting lines

Under the overall responsibility of the Director of ILO CO-Addis Ababa, the Administrative Assistant will work under the direct supervision of the project’s Chief Technical Advisor (CTA) and will closely work with the Finance and Administrative Assistant of the project, the project technical expert and other project team members based in Ethiopia, Kenya, Sudan and Uganda. 

1. Oversee and perform all office management and administrative support services. Advise and assist project staff with interpretation of administrative rules, regulations and procedures of the project office in Djibouti;
2. Understand and apply ILO Rules and Regulations with the support from HR and Finance Unit;
3. Maintain office administrative files and official records of the project office in Djibouti.
4. Prepare periodic administrative statistics, reports and correspondence.
5. Assist staff members and their dependents by processing requests for visas, identity cards, driving licences, and other necessary administrative documents in accordance with the requirements of the Office and the United Nations and the country of the duty station. Maintain facts on living conditions and special entitlements. Make photocopies as required.
6. Brief and assist international staff, experts and consultants on all aspects of administration related matters such as visa, licenses, security internal coordination, documentation and communication structures, including key managerial practices and standards. 
7. Draft routine correspondence on administrative matters from oral instructions, previous correspondence or other available information sources in accordance with standard office procedures.
8. Classify and code material relating to a number of subject-matter areas. Maintain, update and transmit the inventory records of non-expendable equipment.
9. Make travel arrangements, hotel reservations and travel authorization forms for project staff and partners.
10. Arrange procurement, shipment and receipt of goods and services, including customs clearance.
11. Participate in organising meetings /workshops and coordinate all important administrative arrangements for conducting  meetings, seminars and/or workshops and provide secretarial support
12. Perform liaison duties with IGAD secretariat and concerned ministries of the IGAD member states, particularly the government of Djibouti, as required.
13. Perform other duties as assigned by the supervisor.

Completion of secondary school education, plus formal training from a recognized commercial school or equivalent.

Six years of progressively responsible clerical and administrative work, including in a supervisory role and some training in an administrative field.Thorough knowledge and understanding of a complex body of administrative guidelines and procedures as well as the full range of administrative activities within support areas such as personnel, finance and procurement.

Previous experience with the UN agencies and NGOs is an added advantage

Excellent knowledge of both French and English.

Following competencies are particularly important for this position:

Quality Orientation, Communication, Collaboration

• Good administrative skills to provide programming support.
• Good analytical skills and ability to reason and make sound judgements.
• Ability to work under pressure.
• High standards of ethical conduct and honesty.
• Knowledge of protocol
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and proven typing abilities.
• Knowledge of office administrative procedures and of clerical practices.
• Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the use of filing systems.
• 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;
• Ability to work well with colleagues.
• Ability to respond to requests from high-ranking officials, and to deal with high-level visitors with tact and diplomacy

“Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position”.