Senior Administrative Assistant, SOC PRO/GEDI

Grade: G6

Vacancy no.: RB/COLOMBO/GS/2024/01 Publication date: 3 July 2024 Application deadline (midnight Bangkok time): 1 August 2024

Job ID: 12082 Department: RO-Asia and the Pacific Organization Unit: CO-Colombo Location: Colombo Contract type: Fixed Term

The ILO is issuing a call for expression of interest for the above position. The selection process is not subject to the rules and procedures defined in Annex I of the ILO Staff Regulations

The following are eligible to apply:

• Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates

The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Applications from qualified candidates from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future, would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States

Introduction

Sri Lanka’s labour market faces significant challenges in social protection and gender equality, exacerbated by multiple crises. This is further intensified by the low levels of labour force participation, despite Sri Lanka’s high educational levels. The unequal distribution of unpaid care burden is one of the underlying causes of low labour force participation of women, as women naturally tend to assume the caregiving role in many households. Women face unfair employment, wage, and leadership ‘penalties’ across the career cycle, due to absences for caring for family members.

Further, care work and domestic work, both paid and unpaid, is highly feminized, undervalued, and unrecognized and care workers lack decent work, representation, just remuneration, social security, and income security in old age. With an ageing population, the demand for care will grow. The care economy was highlighted as a ‘bright spot, in the recent ‘Future of Work’ study, commissioned by the ILO, highlighting its potentially significant contribution to job creation, increased women’s labour force participation and responding to a critical need as the demand for care increases in Sri Lanka.

Given the above context, ILO will support its constituents in implementing a project titled “Creating Decent Work Opportunities for Domestic and Community-based Care Workers through Transformative Actions for Gender Equality in Sri Lanka” Through this project, Domestic and community-based care workers’ income security will be strengthened, a new maternity insurance scheme for Sri Lanka will be designed and validated for increased labour force participation of women for the extension of Social protection systems to domestic and community-based care workers and will also advocate for integrated policy and investment in the care economy.

Reporting lines

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

Key Duties and Responsibilities

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.

Minimum Requirements

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.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO Jobs. The system provides instructions for online application procedures.

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.