Introduction

The position will be funded under the Development Cooperation project “Workplace Compliance through Labour Inspection Guidance and Social Dialogue (WP”. The project is funded by the EU and linked to CPO TUR 158 (Outcome 1Strong Tripartite Constituents and Influential and Inclusive Social Dialogue and Outcome 7Adequate and Effective Protection for Al.

The overall objective of the project is to contribute to the creation of a more decent work environment for all women and men in Türkiye. For reaching this intended aim, the project proposes to improve the institutional capacity of Directorate of Guidance and Inspection (DoGof the Ministry of Labour and Social Security (MoLSand the social partners to increase workplace compliance and improve the workplace compliance through strengthening guidance services and awareness raising on decent work.

Directorate of Guidance and Inspection and social partners are among the target groups of the project.

The ILO will be operationally and technically responsible for the referred project which will be implemented and managed by the ILO. Directorate of Guidance and Inspection is the Beneficiary of the project.

The Project and Administrative Assistant will be responsible for providing administrative support for the timely delivery of the expected project results, including logistical support to the project personnel, travel arrangements, organizational work and drafting of correspondence and will assist the Senior Project Coordinator and undertake the duties and responsibilities detailed under Section

Reporting lines:

The Project and Administrative Assistant will report to the Senior Project Coordinator under the overall supervision of the Director of the ILO Office for Türkiye.

Description of Duties

Provide administrative support for the timely delivery of the project results and outputs and carry out specific administrative operational tasks for project and programme activities.
Provide informal translation support (from English to Turkish and from Turkish to Engliswhen required.
Provide assistance to the Senior Project Coordinator and project team members for organization of the meetings, preparation of meeting agenda and meeting minutes and project activities.
Assist in the organisation of meetings and seminars including preparation of budgets, coordinating travels and lodging of participants.
Maintain, monitor and keep registers of plans on the status of project and take appropriate followup action.
Assist in drafting the Terms of References of external collaborator contracts and follow up on the contracts in terms of timely delivery of outputs, advance, progress and final payments, and amendments if necessary.
Contribute to the communication activities, preparation of technical reports and documents and maintain administrative records.
Prepare and follow up on travel authorizations, security clearances and travel arrangements.
Assist in the preparation of background material, working papers and tables for briefing and review.
Draft correspondence, reports, evaluations and justifications as required on project administration/ or other related tasks.
Draft other nonsubstantive correspondence on project and programme activities.
Obtain and keep contact details of project stakeholders, wider audience; prepare and followup on invitation letters/cards for project activities and trainings.
Perform necessary tasks under the ILO’s internal integrated resource utilization system and software (IRI.
Undertake missions by accompanying others to review administrative and programmatic matters of project activities.
Perform other duties as may be assigned by the Senior Project Coordinator and the Director of ILO Office for Türkiye.

Required qualifications

Education

Completion of secondary school education.

Experience

At least 6 years of office support work experience, of which at least two years in programme and budget support work and project administration.
Experience of working with an enterprise resource planning (ERsystem, in particular programme monitoring and management modules.
Expertise and familiarity with UN, EU and/or ILO procedures will be an asset

Languages

Excellent command of English and Turkish both oral and written.

Competencies

Among nine ILO core competencies, following competencies are particularly important for this position:

Quality Orientation, client orientation, communication, sensitivity to diversity, orientation to learning and knowledge sharing.

Others:

Ability to use word processing and spreadsheet software effectively
Ability to organize workshops and meetings.
Good skills for preparation of documents and administrative forms, and for creation and maintenance of filing systems.
Good knowledge of administrative procedures.
Demonstrated responsible behaviour and attention to detail.
Ability to search and retrieve information from central databases and compile reports.
Ability to use computer program and software packages for various administrative actions.
Good drafting skills.
Ability to organize own work.
Ability to maintain records and prepare clerical reports and statements.
Ability to communicate effectively both orally and writing.
Ability to work in a multicultural environment and gendersensitive attitude.