Senior Project Assistant

Introduction

The ILO is leading the 18-month Technical Assistance to Support Implementation of the Kiribati National Employment Policy (KNEP 2025–2029) Project funded by Australia through the Department of Foreign Affairs and Trade.

The project addresses key challenges, including youth unemployment, informal employment, gaps in labour market data and information systems, the need to strengthen labour inspection systems, and barriers facing women, persons with disabilities and other vulnerable groups..

The project strengthens government and social partner coordination and supports improvements in  minimum wage review mechanisms , labour inspections, occupational safety and health , and worker protection in the fisheries  sector.. To better connect jobseekers with opportunities, the project will deliver a national skills needs’ assessment, strengthen employment services, strengthen an job-matching systems, and develop and  apprenticeship framework. It will also promote employment opportunities for persons with disabilities  , and support transition from informal to formal employment  and climate-resilient livelihoods.

Support includes policy advice, legal reviews, training, stakeholder consultations, and technical assistance. Expected outcomes include stronger employment governance, better labour market data, an operational job portal, and a more inclusive, resilient labour market in Kiribati.

Working relationships

The Senior Project  Assistant will work under the direct supervision of the Director of CO-Suva and in close collaboration with the Programme Assistant in Country Office Suva.

The successful candidate will work with external partners based in Kiribati, to provide guidance on ILO practices and procedures, solve administrative-related matters, and ensure programme implementation and reporting remains on track through initiation and completion of necessary clearances, processes and administrative actions.

Description of Duties

1.Undertake required administrative and operational support services, including office support, human resources, travel, and logistics, ensuring compliance with administrative procedures including required supporting documentation.

2. Assist in the development and monitoring of programme partnerships and activities, by supporting the administrative and financial aspects of contracts including partner implementation agreements and consultancies. Provide guidance and feedback to administrative counterparts in partner organizations to improve efficiencies and promote compliance with ILO rules and regulations.

3. Organize and coordinate meetings, workshops and other events. Attend and participate in internal and external meetings and workshops in assigned areas of work. 

4. In coordination with the Programme Assistant based in Suva, and with oversight from the Director, participate in the planning, monitoring, management and reporting on the programme’s allocations and expenditures. Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support the preparation of programme and budget and workplan documentation and financial and technical progress reports for donors. 

5. Establish and maintain filing systems for the programme and ensure they are accessible and efficient. Evaluate and propose improvements to workflows and procedures.

6. Assist in the preparation of reports, briefs, talking points and other materials by designing and generating statistical tables and other background materials.

optional section (if needed)

7. Draft correspondence and provide informal translations of correspondence as required.

8. Coordinate the logistical aspects of travel for ILO staff, consultants, partners and other parties as necessary, including making travel and accommodation arrangements, coordinating visas and security requirements, and supplying required documentation for the timely processing of administrative transactions. Provide information and practical assistance to staff related to their travel. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.

9. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters. 

10. Perform other relevant duties as assigned by the Director.

Required qualifications

Education

Completion of secondary school education. Training in an area related to general administration, finance and office support.

Experience

Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English.

Competencies

• Good knowledge of a range of operational areas.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• Knowledge of methods and techniques for assessing quality and efficiency of process execution.
• Knowledge of the substantive nature of ILO programmes and activities.
• In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, takes responsibility for performance, Quality orientation, Collaboration], this position requires:
• Ability to adapt quickly to new software and systems.
• Ability to coordinate and oversee a broad range of operational activities.
• Ability to search, retrieve and compile information from a variety of sources.

Cont'd

• Good drafting skills.
• Ability to coordinate the work of support staff.
• Analytical skills and attention to detail.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• Interpersonal skills, tact and diplomacy when dealing with others.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behavior and attitudes.