Administrative Assistant

The project is funded by the EU and linked to CPO TUR 101 under Outcome 7 on Adequate and Effective Protection for All. 

The overall of the project is the elimination of the worst forms of child labour (WFCL) in seasonal agriculture with a specific purpose to enhance national and local capacity for the elimination of the worst forms of child labour in seasonal agriculture as well as providing services to children at risk and their families.

The project will contribute to overall policy advocacy and implementation, expansion of knowledge base and improvement of institutional capacity for the elimination of child labour in seasonal agriculture. In this respect, all planned interventions have a counterpart in the national policy documents and contribute to achieving national objectives at the macro level.

At the micro level, the project will strengthen the central and local capacity of the MoFLSS as well as local authorities for the elimination of the worst forms of child labour in seasonal agriculture. In addition, awareness of the general public, families, decision makers, employers, intermediaries, school principals, teachers and media concerning child labour will be raised and policy dialogue for the elimination of WFCL in seasonal agriculture will be improved.

The project will support withdrawal/prevention of children from seasonal agricultural work and provide them with education services through five outcomes as described below:

Outcome 1: Working/at-risk children are withdrawn or prevented from work in seasonal agriculture; families, employers, agriculture intermediaries and village heads abstain from or take action to combat child labour

Outcome 2: MoFLSS, workers’ and employers’ organisations, gendarmerie, NGOs take coordinated action for policy development and implementation to eliminate the WFCL

Outcome 3: Willingness among general public and target groups for eliminating child labour in seasonal agriculture is enhanced

Outcome 4: Advocacy for, formulation, planning and implementation of policies to eliminate child labour in seasonal agriculture is enhanced.

Outcome 5: Coordination and cooperation between stakeholders in areas of implementation and management of child labour interventions at national and local level is strengthened.

The ILO will be operationally and technically responsible for the referred project which will be implemented and managed by the ILO in close cooperation with the Directorate General of Labour of the MoFLSS and social partners. The Administrative Assistant will closely work with the Finance and Procurement Officer and undertake the below mentioned duties under the supervision of the Senior Project Coordinator.  

The Administrative Assistant will report to the Senior Project Coordinator under the overall supervision of the Director of the ILO Office for Turkey.

1. Provide administrative support for the timely delivery of the project results and outputs when necessary and carry out specific administrative operational/control tasks for project and programme activities.
2. Maintain and keep registers and control plans on the status of project at implementation and operational stages and take appropriate follow-up action.
3. Assist in drafting terms of references and technical specifications for external collaboration contracts and check necessary documentation is properly undertaken.
4. Conduct market research and contact the potential vendors for the procurement of goods and services in line with ILO rules, when necessary.
5. Assist in the preparation of administrative reports and documents and maintain administrative records. Prepare and follow up travel authorizations, security clearances and travel arrangements.
6. Prepare background material, working papers and tables for briefing and review sessions and for use in programming and budget preparations and discussions.
7. Draft correspondence, reports, evaluations and justifications as required on project administration/ or other related tasks.

8. Assist in the organisation of project events, trainings and meetings.
9. Perform necessary tasks under the ILO’s internal integrated resource utilization system (IRIS) and software.
10. Participate in the briefing of project and other programme related activities.
11. Follow-up on the delivery of goods and services and keeping the inventory records of the project in close cooperation with the Finance and Procurement Officer, the Procurement and Finance Assistants.
12. Perform other duties as may be assigned by the Director of ILO Office for Turkey.

• Completion of secondary school education.

• At least 6 years of general work experience.
• Experience in project implementation in national and/or international settings,
• Experience in working with vulnerable groups and/or refugees will be an asset.
• Expertise and familiarity with UN, EU and/or ILO procedures will be an asset.

• Excellent command of English and Turkish both oral and written.  

Among nine ILO core competencies, following competencies are particularly important for this position:

Quality Orientation, Integrity and Transparency, Client orientation, Ability to organize work of own and others paying attentions.

• Good administrative skills to provide programming support.
• Good analytical skills.
• Ability to reason and make sound judgements.
• Ability to work under pressure.
• Ability to use other software packages required by work (Excel, Word, Power Point).
• Good knowledge of clerical practices and procedures, and knowledge of administrative and financial practices.
• Ability to search and retrieve information from central databases and compile reports.
• Good drafting skills.

• Ability to organize own work.
• Ability to maintain records and prepare clerical reports and statements.
• Ability to establish and maintain effective relationships with officials at all levels.

• Ability to search and retrieve information from market, central databases and compile reports.

• Ability to communicate in an appropriate and clear manner.

• Demonstrated responsible behaviour and attention to detail.

• Ability to work in a multicultural environment and gender-sensitive attitude.Must display a high standard of ethical conduct and exhibit honesty and integrity.
• Ability to communicate effectively both orally and in writing.