Administrative Assistant

International Labour Organization

Brazzaville, Congo (Congo-Brazzaville)

Experience: 3 to 5 Years

Skill Required: HR and Admin


The International Labor Organization (ILO) is the specialized agency of the United Nations system whose mandate is to promote social justice, notably through the Decent Work Agenda. The Central Africa Decent Work Support Team and Country Office for Cameroon, Equatorial Guinea and São Tomé and Principe based in Yaoundé (ETD/BP Yaoundé), represents the ILO in Central African countries including Sao Tome and Principe.

The ILO is implementing a project financed by RBSA funds, to help strengthen knowledge of the phenomenon of informality in the transport sector and to formulate measures to promote formalization in this sector. It also contributes to setting up social protection mechanisms, to facilitate the registration and declaration of companies and employers in social insurance systems. In this context, support will be provided both to improve/adapt the mechanisms of the National Social Security Institute and to strengthen socio-professional organizations in the transport sector, to facilitate the affiliation of their members. 

The activities will be implemented in the two islands of São Tomé and Principe, respectively in the region of Agua Grande, which brings together all the administrations with regard to institutional strengthening, including Caué, Lembá and Principe.

Core Duties and Responsibilities:

The incumbent will be responsible for providing a range of specialized administrative support services for the implementation of project activities. He/she will support, if necessary, other projects that do not have an assistant. It is :

  • Contribute to the preparation of the project work plan and monitor the progress of the achievement of the project's expected products and results. 
  • Assist the CNP in the preparation of correspondence, activity reports, progress and evaluation reports, and ad hoc reports required by the ILO and/or the donor.
  • Contribute to the project's strategic planning based on results-based management and keep performance indicators up to date;
  • Contribute if necessary to the proposal of corrective actions for the revision of the project's Monitoring & Evaluation plan;
  • Prepare and modify in the Iris system, budget data according to requests such as budget proposals, budget revisions and project staff missions; quantify cost estimates and projected budget needs and assist in the preparation of budget statements;
  • Create and maintain relevant databases (such as program activities) and regularly disseminate information
  • Coordinate the execution of administrative, financial and budgetary operations for the project as a whole, including the preparation of specifications and cost estimates of planned activities.
  • Prepare and verify supporting documents and follow up on project payments, verify project financial reports, prepare budget and forecast analysis as required, advise and assist project staff
  • Ensure logistical support to Project staff, travel arrangements, visas, hotel reservations, etc. to ensure timely administrative support in general and specific areas;
  • Arrange appointments for the Project Manager, ILO officials and consultants who may support the project on a temporary basis, receive visitors, respond to inquiries, maintain office records and project reference files and related activities, send and receive e-mail and fax correspondence;
  •  Liaise with focal points of relevant partners on administrative and financial matters; Review partner invoices to ensure compliance with financial regulations and ILO requirements.
  • Perform any other tasks assigned by the supervisor and related to the implementation of the project.

 Qualifications required:


Have completed high school followed by training in Administration and / or related to programming, or in a relevant field.


  • At least five years of professional experience in administrative and financial management, including program support and project monitoring and evaluation.
  • Have good references in the organization of workshops, communication and public relations.
  • Work experience in the United Nations System would be an added advantage.


  • The candidate must have Portuguese as a mother tongue. In addition, he must have a very good command of French or English (spoken and good writing skills) and a good working knowledge of the second official language.