Senior Project Administrative Assistant, IRIS

Organizational Context

The Inclusive, Resilient, and Integrated Social Health Protection across Asia - IRIS project implemented by the ILO in Cambodia, Lao PDR and at the regional level across Asia aims to contribute to better health protection and social security in the region by strengthening the resilience, inclusiveness and integration of social health protection systems, and extending their coverage to more members of society. The project interventions are organised around three interdependent building blocks at the regional and country level, including activities at the policy level to strengthen the adequacy, inclusivity, coverage, and financial sustainability of social health protection schemes; strengthening scheme implementation to effectively translate national policy objectives into concrete action; and capacity strengthening to enhance the effectiveness and efficacy of policy-making and scheme administration, including through long-term training, on-the-job skills development and exchanges of experience with other countries. The project will work in close cooperation with governments, social partners, and civil society to achieve the project objectives. The activities shall be carried out at the regional level across Asia, with in-country activities in Lao PDR and Cambodia. The ILO seeks to recruit a Senior Project Administrative Assistant to support the implementation of the project, to be based in Vientiane, Lao PDR. The Senior Project Administrative Assistant will be responsible for the administration and finances of the project and ensuring project financial transactions are in compliance with ILO rules and regulations. The incumbent will work closely with the Project Manager to provide financial, administrative, and logistical support to ensure the effective implementation of the project. Reporting lines The Senior Project Administrative Assistant will work under the direct supervision of the Project Manager in Vientiane. The incumbent will work in close collaboration with the National Project Coordinators, the ILO’s Finance and Programme Support teams in Bangkok and Headquarters, other social protection projects as required, and staff in the ILO joint project office in Vientiane.

Job Purpose

The Inclusive, Resilient, and Integrated Social Health Protection across Asia - IRIS project implemented by the ILO in Cambodia, Lao PDR and at the regional level across Asia aims to contribute to better health protection and social security in the region by strengthening the resilience, inclusiveness and integration of social health protection systems, and extending their coverage to more members of society. The project interventions are organised around three interdependent building blocks at the regional and country level, including activities at the policy level to strengthen the adequacy, inclusivity, coverage, and financial sustainability of social health protection schemes; strengthening scheme implementation to effectively translate national policy objectives into concrete action; and capacity strengthening to enhance the effectiveness and efficacy of policy-making and scheme administration, including through long-term training, on-the-job skills development and exchanges of experience with other countries. The project will work in close cooperation with governments, social partners, and civil society to achieve the project objectives. The activities shall be carried out at the regional level across Asia, with in-country activities in Lao PDR and Cambodia. The ILO seeks to recruit a Senior Project Administrative Assistant to support the implementation of the project, to be based in Vientiane, Lao PDR. The Senior Project Administrative Assistant will be responsible for the administration and finances of the project and ensuring project financial transactions are in compliance with ILO rules and regulations. The incumbent will work closely with the Project Manager to provide financial, administrative, and logistical support to ensure the effective implementation of the project. Reporting lines The Senior Project Administrative Assistant will work under the direct supervision of the Project Manager in Vientiane. The incumbent will work in close collaboration with the National Project Coordinators, the ILO’s Finance and Programme Support teams in Bangkok and Headquarters, other social protection projects as required, and staff in the ILO joint project office in Vientiane. - Ensure smooth functioning of the project administration and operations support functions in close collaboration with project staff, through the provision of administrative and financing support, processing contracts, and maintenance of records and files. - Participate in the organization of project meetings, workshops, trainings and other activities and coordinate the administrative arrangements. Make transportation arrangements and hotel reservations, prepare travel authorization, and assemble relevant information. - Advise and assist project staff with interpretation of administrative rules, regulations and procedures. - Maintain, contact and liaise with concerned units at Headquarters, Regional office, ILO constituents, civil society organizations, and UN agencies, to discuss administrative and financial matters related to planned activities and resolve sensitive issues. - Review all incoming correspondence which requires action, especially from tripartite constituents and local implementing partners, make recommendations regarding the appropriate action to be taken, monitor deadlines and coordinate the responses. - Carry out all operations required for expenditures under project funding, ensuring the most rational use of the funds, including making calculations, requesting funds, checking supporting/justifying documents, and making payments. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries, and obtain additional information. - Prepare detailed budget estimates for activities under ILO Implementing Agreements, support National Project Coordinators in negotiation with local partners and finalization of the budgets and agreements and all supporting documents in adherence to ILO and government rules and procedures, monitor usage and payment status. - Monitor the project budget on a regular basis and advise the project team on the status and recommended revisions, including the preparation of budget revisions as required. Prepare year-end closure of accounts in compliance with applicable standards and procedures. Work closely with ILO’s finance units to review and monitor budgets and support in the preparation of regular financial reporting for the donor. - Keep abreast of changes to financial rules and regulations, policies, and procedures and other developments. Conduct trainings and ILO rules and regulations for local partners, including tripartite constituents and civil society organization, and provide on-the-job support. - Maintain and monitor an inventory of the project’s communication materials to be used at project events. - Support and participate in the capacity building and knowledge exchange activities implemented under the project. - Perform other relevant duties as assigned.

Responsibilities

- Ensure smooth functioning of the project administration and operations support functions in close collaboration with project staff, through the provision of administrative and financing support, processing contracts, and maintenance of records and files. - Participate in the organization of project meetings, workshops, trainings and other activities and coordinate the administrative arrangements. Make transportation arrangements and hotel reservations, prepare travel authorization, and assemble relevant information. - Advise and assist project staff with interpretation of administrative rules, regulations and procedures. - Maintain, contact and liaise with concerned units at Headquarters, Regional office, ILO constituents, civil society organizations, and UN agencies, to discuss administrative and financial matters related to planned activities and resolve sensitive issues. - Review all incoming correspondence which requires action, especially from tripartite constituents and local implementing partners, make recommendations regarding the appropriate action to be taken, monitor deadlines and coordinate the responses. - Carry out all operations required for expenditures under project funding, ensuring the most rational use of the funds, including making calculations, requesting funds, checking supporting/justifying documents, and making payments. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries, and obtain additional information. - Prepare detailed budget estimates for activities under ILO Implementing Agreements, support National Project Coordinators in negotiation with local partners and finalization of the budgets and agreements and all supporting documents in adherence to ILO and government rules and procedures, monitor usage and payment status. - Monitor the project budget on a regular basis and advise the project team on the status and recommended revisions, including the preparation of budget revisions as required. Prepare year-end closure of accounts in compliance with applicable standards and procedures. Work closely with ILO’s finance units to review and monitor budgets and support in the preparation of regular financial reporting for the donor. - Keep abreast of changes to financial rules and regulations, policies, and procedures and other developments. Conduct trainings and ILO rules and regulations for local partners, including tripartite constituents and civil society organization, and provide on-the-job support. - Maintain and monitor an inventory of the project’s communication materials to be used at project events. - Support and participate in the capacity building and knowledge exchange activities implemented under the project. - Perform other relevant duties as assigned.

Work Experience

At least six years of progressively responsible financial and administrative work. Experience in social protection fields and of working with ILO, UN or NGOs will be considered an advantage.

Skills

- Knowledge and understanding of a complex body of financial and administrative rules, guidelines, and procedures and the full range of administrative services within support areas such as HR, Finance, and Procurement. - Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. - Good numerical analytical skills. - Ability to reason and make sound judgements. - Ability to maintain financial records and prepare accounting reports and statements. - Proficient in computer software (particularly EXCEL, and Microsoft Word, PowerPoint, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS, Jaggaer). - Ability to prioritize work assignments, organize schedules, perform routine work independently, meet deadline, pay attention to detail, and adapt to changing needs and demands. - Ability to obtain services from other work units inside or outside the office for completion of tasks. - Ability to communicate effectively both orally and in writing. - Ability to deal with people with tact and diplomacy and apply discretion where needed. - Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes.

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