Introduction

The project aims to strengthen the implementation of international labour standards in Fiji in the context of the Indo-Pacific Economic framework, by supporting Government’s efforts to align Fiji’s domestic legislation with international labour conventions ratified by Fiji. In this regard, the project aims to address the specific needs of groups in vulnerable situations, such as women, persons with disabilities, indigenous peoples and workers in the informal economy.

The project has two outcomes: 1) Labour regulations and policy reforms are developed and implemented to operationalise the changes to Fiji’s employment relations act following its recent review: 2) Governments, employer’s and worker’s organisations, and other relevant local stakeholders build capacity to engage with, implement and comply with international labour standards, including on ILO reporting obligations on already ratified instruments and recommendations of the standards review mechanism tripartite working group.

Based in Suva, in the ILO Country Office for Pacific Island Countries, the Project Assistant supports the administration and delivery of services in an efficient, effective and client-oriented manner. The Project Assistant ensures services and transactions are made in accordance with the established rules, regulations, policies, procedures and guidelines.

Reporting lines:

The position reports to the International Labour Standards and Labour Law Specialist. The position will receive guidance and technical advice from the International Labour Standards and Labour Law Specialist and Operations Officer.

Description of Duties

1. Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
2. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
3. Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme.
4. Maintain, contact and liaise with concerned technical units at Headquarters, ILO constituents, social partners’ organizations and UN agencies, to discuss planned activities and resolve sensitive matters.
5. Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.
6. Brief and assist international staff, experts and consultants on all aspects of administration-related matters. Provide interpretation of administrative rules, regulations and procedures.

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7. Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.

8. Prepare background information, detailed cost estimates, and periodic and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections, as required. Provide information upon request.

9. Carry out all operations required for expenditures under development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.

10. Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.

11. Provide guidance and supervise the work of junior administrative and/or other support staff.

12. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Training in an area related to general administration and office support.

Experience

At least six years of progressively responsible administrative work with supervisory experience. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English.

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.