Project Assistant - G6

Introduction

The project Improving Worker Rights in Rural Sectors of the Indo-Pacific with a focus on Women funded by the US Department of Labor aims to improve workers’ rights including the fundamental right to a safe and healthy environment in targeted rural sectors in the Philippines and Indonesia, with a focus on women workers. It is implemented in the framework of the ILO Global Flagship Programme Safety + Health for All.

The project first aims to improve national and sectoral governance frameworks for improved occupational safety and health (OSH), gender equality and compliance with labour laws, in selected rural sectors of Indonesia and the Philippines. The second objective aims at piloting workplaces and community level interventions to improve the occupational safety and health and gender equality in the selected rural sectors in the Philippines and Indonesia.

In Indonesia, project interventions are currently located in North Sulawesi and Maluku provinces (fish processing), and East Kalimantan and South Sumatra provinces (palm oil). The project scope is now being extended to the nickel supply chain of Indonesia (with a focus on the Morowali regency) requiring the recruitment of a project assistant focusing on the nickel supply chain based in Morowali.

Reporting

The project assistant will work under the direct supervision of the National Project Coordinator (NPC) based in Bahodopi and under general guidance from the Chief Technical Advisor (CTA) of the project based in ILO Jakarta.

Description of Duties

• Collect data and other information on project activities, maintain and update relevant information systems, databases and maintain project administrative files and records for monitoring and evaluation purposes.
• Search and select information and records for use by others in preparing reports, correspondence, technical papers, project plans and general reference documents.
• Assist the supervisor in coordinating and monitoring implementation of the activities by collecting, assembling and maintaining data and information related to activities, carry out specific operational and/or control tasks as required. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
• Collect background materials, working papers and tables for briefing and reviews.
• Monitor budget utilization against funds and resources allocated. 
• Prepare supporting documents for authorization and effectuating expenditures under project budget. This includes making calculations, requesting funds/payments, checking supporting/justifying documents etc.

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• Make travel arrangements, hotel reservations and prepare travel authorization forms for project related missions and activities.
• Draft correspondence, faxes, memoranda and reports on administrative matters from oral instructions, previous correspondence or other available information sources.

• Organize and coordinate meetings, workshops and other events. Lead secretariat support services and oversee administrative and financial arrangements. Prepare and oversee preparation of documents, presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. Attend and participate in internal and external meetings and workshops in assigned areas of work.

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• Maintain, update and transmit inventory records of non-expendable equipment.
• Perform other related duties as assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education and formal training in relevant administrative area.

Experience

At least six years of progressively responsible administrative work, with supervisory 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, IRIS). Experience of dealing with confidential matters with discretion. Knowledge of the relevant project and programme area and the Office’s operations would be an advantage.

Languages

Excellent command of English and Bahasa Indonesia.

Competencies

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability 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 lead a team and manage a heavy workload under time pressure.
• 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.
• Good knowledge of work of the project /programme and the work carried out in other work units.
• Ability to respond to requests and to deal with visitors with tact and diplomacy.
• Ability to search and retrieve information from databases and compile reports.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.