Administrative Assistant

The ILO Country Office for China and Mongolia cooperates with its national constituents and other United Nations agencies within the framework of United Nations Development Assistance Frameworks for China and Mongolia and in pursuit of achieving the Sustainable Development Goals. The ILO operates a wide range of programmes and projects focusing on employment promotion, stopping the exploitation at work and social dialogue. The overall purpose of this technical cooperation is to support implementation of the Decent Work agenda, create more and better jobs.

SCORE is an ILO development cooperation programme that promotes productivity, competitiveness and decent work in emerging economies. The Programme is assisting governments, industry associations and trade unions in Africa, Asia and Latin America to develop export and domestic industrial sectors, with a particular focus on small and medium enterprises (SMEs).

Its main intervention is SCORE Training, a practical training and in-factory consulting programme that improves productivity and working conditions in SMEs. SCORE Training demonstrates best international practice in the manufacturing and service sectors and helps SMEs to participate in global supply chains. Programme management in the tradition of results-based management is fundamental to programme day-to-day operations.

1. Responsible for the 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 assistance, handle administrative tasks, provide  advice and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
3. Prepare background information, working papers and tables for briefing and review sessions by identifying and consolidating data and relevant information on development and/or subject matter activities of the area or region. Clear outgoing documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.
4. Compile, summarize and enter data on project delivery; drafts related status reports, identifying shortfalls in delivery and brings them to the attention of management.
5. Develop, maintain and update relevant programme and technical cooperation information systems and database, records/registers/control plans on the status of projects and programmes at each project cycle and programming activities for monitoring and evaluation purposes.  
6. Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office and the UN and the country of the duty station. Update information on web sites.
7. Liaise with concerned ministries, ILO constituents, implementing agencies and social partners (organizations of employers and employees) for required clearances. Maintain their up-to-date directories.

(continued from duties above)

8. Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/or minutes at meetings.
9. Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions. Maintain custody of the petty cash account and make payments of approved transaction.
10. Advise, respond, make arrangements and solve problems for the procurement, shipment and receipt of project supplies and equipment. Issue shipping instructions to forwarding agents and suppliers, check shipping documentation, and determine and prepare insurance coverage. Prepare notification of dispatch and verify invoices.
11. Perform other duties as assigned by the supervisor.

Completion of secondary school education.

At least five years of relevant work experience. 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.

Excellent knowledge of Chinese and English.

• 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 multitasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
• 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 requires 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 internal clients.
• Ability to deal with confidential matters with discretion