Introduction

The ILO FAIRWAY Programme, Phase II (2024-27) is an interregional programme that focuses on improved labour migration governance in the Africa-Arab States corridor. The Programme will focus at a regional and inter-regional level on East Africa, West Africa and the Arab States, with a focus on the Gulf Cooperation Council (GCC) countries. Building on the foundations of FAIRWAY Phase I, the programme has three main outcomes to enhance labour migration governance:

• Improved intra and interregional dialogue and cooperation for effective labour migration interventions.
• Improved decent work outcomes for women migrant workers in accordance with a gender-transformative agenda (including in the specific context of care work).
• Increased protection and empowerment of migrant workers through provision of services, protection of rights and representation (workers’ voice).

The Joint Programme – Strengthening the inclusion of persons with disabilities in the world of work in Kuwait (2026 – 2028) – will work with the government, the employers’ and the workers’ organizations to strengthen the capacity of the national stakeholders to improve legislative and policy framework, monitoring and institutional practices, improve the availability of data related to persons with disabilities and their situations in employment and the labour market, and create an improved social norms and enabling environment for equality and inclusion in the world of work in Kuwait. The project will ensure the meaningful engagement of Organizations of Persons with Disabilities (OPDs) throughout the project. The project has the following three outcomes:

• Improved legislative and policy framework, monitoring and institutional practices
• Strengthened capacity of social partners and other stakeholders to improve social norms and create an enabling environment for equality and inclusion in the world of work in Kuwait
• Improved availability of data related to persons with disabilities and their situation in employment and the labour market

The FAIRWAY programme is supported by Government of Switzerland, and the Disability Inclusion project is supported by the Kuwait Fund. The implementation of both projects necessitates administrative and financial support to reinforce the existing structures.

The Project Support Assistant will provide the needed administrative, logistical and financial assistance to ensure a smooth implementation of both projects.

Reporting lines:

The Project Support Assistant will report to the FAIRWAY Project Manager and will work under the overall guidance of the National Project Coordinator (NPC) of the Project on Disability Inclusion. He/she will work in close coordination with all technical officers and national staffs across all countries of the FAIRWAY Programme. The Project Support Assistant will also work in close coordination with Admin and Finance Assistants in Beirut and Nairobi, based on a division of responsibilities to be agreed upon with the FAIRWAY Project Manager.

Description of Duties

1. Draft standard correspondence, type and format a variety of documents related to project activities and ILO Kuwait Office (correspondence, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software.

2. Carry out general office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme.

3. Update information on project website and databases. Reply to queries and emails for information.

4. Maintain files, databases and official records related to project activities and ILO Kuwait Office. Search and select relevant information and records for officials upon request.

5. Liaise/Request services from other work units inside or outside the office for completion of tasks.

6. Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.

7. Prepare cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities. Organize logistical and administrative arrangements for activities such as meetings, project events, conferences, workshops, seminars, campaigns, field visits, ceremonies, and other events under the project.

8. Compile routine financial data and information for project-related activities. Enter data to classify and code transactions.

9. Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.

10. Arrange various payments including for resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.

11. Assist the project teams in preparing financial plans, budgets, budget revisions, and financial reports (estimates, budgets, resourcing plans/tables, etc) by compiling information and statistics for budgetary and financial updates and reports.

12. Monitor, review, and process Implementation Agreement payments, reconcile expenditures, balance, statements, ensuring the submission of cash books, financial reports, and all relevant supporting documents for complete, accurate, and organized documentation in both hard (if needed) and soft copies.

13. Prepare and draft correspondence in both Arabic and English as needed on own initiative to verify data, address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts.

14. Provide necessary administrative support to ILO Kuwait Office and its work with the UN Country Team.

15. Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education. Formal training in accounting.

and/or finance and administrative field would be an asset.

Experience

At least three years’ experience in general office management and clerical support work.

Languages

Excellent knowledge of English and Arabic.

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 multiple tasks.
• 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.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills in English and Arabic.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination, inclusion and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

Residency

The Applicant must have a valid Kuwaiti ID or a work permit to reside and work in Kuwait.