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 the 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 training, 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 staff, experts, and consultants on all aspects of administration-related matters. Provide Interpretation of administrative rules, regulations, and procedures.

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 to support 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. Perform other relevant duties as assigned.

Education

Completion of secondary school education and formal training in relevant administrative areas.

Experience

Completion of secondary school education and formal training in relevant administrative areas.

Languages

Excellent knowledge of English, (both spoken and written) and good working knowledge of another local language (Sinhala or Tamil)

Knowledge and Competencies (technical/behavioural)

– 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 the 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 the 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.