Introduction

Sri Lanka faces a number of serious and persisting risks that are very likely to severely undermine economic recovery, and result in heightened social tension and conflicts, unresolved causes of armed conflict and heightened by the ongoing economic crises, creating a substantial risk to its stability and potentially contributing to the reigniting of residual issues of conflict.

Key drivers of conflict identified include the lack of institutional dialogue and dispute resolution systems within the public sector, weak institutional social dialogue mechanisms in the private sector, multidimensional poverty, low female labour force participation, low youth employment rates and structural exclusion of marginalized communities from the formal economy and social protection mechanisms.

Each of these challenges by themselves poses a serious risk to economic recovery, peace, social cohesion and non-recurrence of violence in Sri Lanka.

The combined risk to peace, social cohesion and economic recovery is therefore substantial. If these challenges remain unaddressed, there is a strong likelihood of social conflict and violence sparked by frustration and anger over the persisting exclusion of the most vulnerable from economic opportunity and support systems. By prioritizing economic inclusion, Sri Lanka can strengthen its resilience and ensure a more equitable, peaceful and stable society.

The project will focus on enhancing the effectiveness and inclusivity of existing dialogue mechanisms for the private sector, and, by establishing and making more inclusive dialogue and dispute resolution mechanisms for the public sector.

Policy and decision-making dialogue and recovery initiatives at the national level will be informed by evidence, generated on the economic and social priorities of the most marginalized communities, including those in the informal economy, women and young people with intersectional vulnerabilities and will contribute to a more peaceful, inclusive, and just response to the effects of Sri Lanka’s economic crisis, through inclusive social dialogue at national and local levels.

This is a UN Joint Project, and ILO will be the lead Agency, partnering with UNFPA & UNESCO.

Reporting lines

The Senior Administrative Assistant will report to the National Project Coordinator and will support the Programme, administrative/finance work of the project.

Main duties and responsibilities

1.

Ensure smooth functioning of the project administration, office management and operation support-related functions, in close collaboration with other programme/administrative and operation support staff.

2.

Provide timely Programme and administrative/Finance support to the project, which includes support for processing entitlements, issuance of contracts and maintenance of records and files.

3. 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.

4.

Participate in the organization of special meetings and coordinate all important arrangements for conducting workshops/seminars and training, as required by the project/programme.

5.

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.

6. 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, as required.

7.

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

8.

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.

9. 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.

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

12. Perform other relevant duties as assigned.

Required qualifications

Education

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

Experience

At least six years of progressively responsible administrative experience, preferably in the Development Sector.

Languages

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

Competencies

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands ad multiple tasks.
• 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 work as a member of a team and manage a heavy workload under time pressure.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Excellent oral and written communication skills in English and
• Ability to establish and maintain inter-agency relationships and obtain information/services from other partnering agencies and implementing partners for the completion of project activities.
• 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.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• 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.
• Understanding of principles of non-discrimination and gender equality and ability to work in a multicultural environment.