The Programme and Administrative Assistant will work under the supervision of the National Project Coordinator of Safe and Fair in Cambodia and the Chief Technical Advisor (CTA) of Safe and Fair with administrative and financial guidance provided by the Finance and Administrative Officer (ROAP). She / he is required to work in close collaboration with other ILO staff members.
Duties:
Assist in monitoring budget, expenditures and administrative matters of the SAFE & FAIR Project delivered through the country office.
Prepare and process financial transactions in IRIS including contracts, travel requests, purchase orders and requisitions, external payment authorizations and others as may be necessary.
Review monthly expenditure and process expenditures in IRIS. Prepare budget revisions and update budgets in the financial management system (IRIS) where necessary. Prepare monthly financial reports of the Project.
Provide advice and support on financial and administrative matters to project staff where necessary, including finance systems and processes. Ensure compliance with ILO procedures and intervene as required. Assist in the preparation of financial reports and documents.
Assist the NPC in processing start up and implementation of action programmes and undertake the drafting of different types of contracts as well as in processing vouchers and financial clearances for these activities.
Maintain an overview of the Project’s work s to ensure compliance with ILO procedures.
Maintain and update project databases including project information relating to budget, expenditures and status of on-going project personnel contracts. Maintain a follow-up system; set-up and maintain an orderly filing system for the Project.
Provide secretarial and administrative support for seminars, workshops, meetings and other activities of the Project, including preparation of invitation letters and other documents for meetings as well as logistical arrangements.
Make travel arrangements, hotel reservations and prepare travel authorizations/claims, compile, calculate and prepare cost estimates and prepare documents and materials for missions.
Receive and assist visitors, place and screen telephone calls and correspondences, maintain the NPC’s calendar, arrange meetings as necessary, and respond to routine queries and requests for information.
Make arrangements for the procurement, shipment and receipt of office and project supplies, equipment and materials and household effect, including customs clearance.
In coordination with the Regional Human Resources Development Unit, assist staff members and their dependents in processing requests for visas, identity cards, driving licenses and other necessary administrative documents in accordance with the requirements of the ILO and relevant country governments.
Draft correspondence, reports and documents on project activities and ensure accuracy and conformity to existing standards and procedures.
Assist the NPC in the preparation of status reports, progress and evaluation reports, and ad hoc reports required by the ILO and the donor.
Maintain regular communication with project staff and project partners and do follow-up actions on activities as necessary.
Perform other duties as may be required by the CTA with regards to the project.
Required qualifications:
Education:
Completion of secondary school education, supplemented by commercial training in bookkeeping, accounting, business administration or equivalent experience.
Experience:
At least five years of project/management support (admin and finance) experience. Familiarity with ILO administrative procedures is preferred of relevant work 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). Experience of dealing with confidential matters with discretion. Supervisory experience would be an asset. Knowledge of the relevant project and programme area and the Office’s operations would be ideal.
Languages:
Proficiency in English and national language with good drafting skills.
