The Ministry of Welfare and Social Security (MoWSS) is implementing the "BUILDING CAPACITY FOR INCLUSIVE SERVICE DELIVERY" project in partnership with the African Development Bank. The project is managed by a Programme Implementation Unit (PIU) established inside the Ministry and targets two states, North Kordofan and White Nile. The ILO takes responsibility
under the AfDB-MoWSS programme for the realisation of major parts of the programme's third outcome: Sustainable community - based safety-net platforms in North Kordofan and White Nile.
Poor communities will enhance their skills, employment and income generation potential and hence will be enabled to benefit from social protection services.
The project is composed of the following three interrelated results:

• Skills of local women and youth are enhanced to improve employability, income generation and their participation to health insurance systems.
• Sustainable micro and small enterprises are created to generate income and jobs and improve health insurance coverage.
• A coordinated delivery mechanism for social protection, skills development and other social services is designed and capacity built to facilitate access to health insurance and other services and transfers.

The ILO Country Office Addis Ababa requires the services of the following position to help in the implementation of the above project and is, therefore, seeking to recruit highly motivated and qualified candidates.
The Administrative Assistant will provide support in the achievement of all three project results related to skills development, entrepreneurship development and social protection, under the supervision of the Project Manager and the overall responsibility of the Director of the CO-Addis Ababa. He/She will also work closely with the National Project Coordinator and the Finance Assistant of the Project.

Roles and Responsibilities:

• Serve as a focal point for coordination of project implementation administrative-support activities, involving liaison with various organizational units in the field and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
• Provide general office assistance, handles administrative tasks, provide advice and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
• Prepare background information, working papers and tables for briefing and review sessions by identifying and consolidating data and relevant information on development and/or subject matter activities of the area or region. Clear outgoing documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.
• Compile, summarize and enter data on project delivery; drafts related status reports, identifying shortfalls in delivery and brings them to the attention of management of the project.
• Develop, maintain and update relevant programme and technical cooperation information systems and database, records/registers/control plans on the status of the project and programme at each project cycle and programming activities for monitoring and evaluation purposes.
• Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office and the UN and the country of the duty station. Update information on websites.
• Liaise with concerned ministries, ILO constituents, implementing agencies and social partners (organizations of employers and employees) for required clearances. Maintain their up-to-date directories.
• Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/or minutes at meetings.
• Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions. Maintain custody of the petty cash account and make payments of approved transaction.
• Advise, respond, make arrangements and solve problems for the procurement, shipment and receipt of project supplies and equipment, including customs clearance. Issue shipping instructions to forwarding agents and suppliers, check shipping documentation, and determine and prepare insurance coverage. Prepare notification of dispatch and verify invoices.
• Perform other duties as assigned by the supervisor.

Qualification and Experience:
Education: Completion of secondary education, plus formal training in Management or business administration from a recognized commercial school or equivalent.
Languages: Excellent command of English and good knowledge of any other local language widely spoken in the duty station.
Experience: At least five years 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.

Competencies:

• Ability to organize own work,
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks,
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office,
• Ability to obtain services from other work units inside or outside the office for completion of tasks,
• Ability to work as a member of a team and manage a heavy workload under time pressure,
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system,
• Ability to determine relevant background and reference materials for others, and to screen requires for urgency and priority,
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs,
• Accuracy and ability to pay attention to details,
• Ability to search and retrieve information from databases and compile reports;
• Excellent oral and written communication skills,
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients,
• Ability to deal with confidential matters with discretion,
• Good communication skills, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner,
• Ability to organize own work and to work independently as well as work in a team,
• Ability to work under pressure and to meet the deadline,
• Must demonstrate responsible behavior and attention to details.

Remuneration:
The ILO offers a competitive remuneration package in accordance with the United Nations Common System of salaries, allowances and benefits.

Apply to:
Applications with CV and educational certificates should be sent in one PDF File through E-mail: HR_ADDIS@ilo.org indicating the Vacancy Announcement number and position title on the subject of the e-mail.
Please note that applications that do not meet the requirement specified above and that are received after the deadline will not be accepted.
Only shortlisted candidates will be contacted.