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International Labour Organization ILO Job Islamabad, Administrative Assistant

International Labour Organization ILO Job Islamabad, Administrative Assistant

The German Ministry for Development Cooperation (BMZ) and the ILO are engaging in a renewed partnership, building on the priorities of the German government for development cooperation and sustainable development and ILO’s Decent Work Agenda.

The ILO’s intervention through this project in Pakistan will enable interventions targeted to the garment sector, within the context of strengthening general labour market governance mechanisms, complementing and building on the earlier and current interventions. Overall, project activities in Pakistan will strengthen institutional capacity of authorities at the federal and particularly the provincial levels to improve compliance with labour standards and promote sustainable and responsible workplaces.

The project will liaise and collaborate with the other related ILO projects, including “Strengthening Institutional Capacity for increasing compliance with ILS in Pakistan” and related bilateral initiatives, including the GIZ funded two-year Project on Supporting Social Standards in Textile and Garment Industry in Punjab.

Reporting Lines:
The Administrative Clerk attached to this project will be based in Islamabad and under the general supervision of the Technical Advisor. S/he will be responsible for providing administrative support to implement project activities. S/he will work closely with relevant staff in the CO-Islamabad on operational and financial aspects of the project. The Admin Clerk is also expected to work with ILO constituents and partners as part of the implementation of the project. S/he will undertake the following tasks:
Main Duties and Responsibilities:
1. Carry out general administrative and financial tasks and provide logistic support for the smooth functioning of project administration. Maintain office administrative files and official records.
2. Assist the Technical Advisor in the preparation of accounting records by recording receipts and disbursements and reconciling data for routine simple statements and recurring reports.
3. Maintain project financial transactions and reporting system in accordance with the ILO rules and regulations.
4. Handle disbursements from petty cash fund and maintain records of such disbursements.
5. Maintain contact with project partners for verifying accounting information.
6. Coordinate and work closely with relevant project staff based in different duty station.
7. Compile related documentation for preparation of progress/ad hoc reports and evaluation reports;
8. Draft and type correspondence, reports and documents and ensure accuracy in typing and grammar, and punctuality;
9. Provide secretarial and/or administrative support for seminars, workshops or meetings;
10. Regularly update lists of names, addresses and telephone numbers of contacts and partners relevant to the project; also maintain an inventory list of all project furniture, equipment and vehicle;
11. Make travel arrangements and hotel reservations, and preparation of materials for missions;
12. Maintain contacts with staff in the office and outside the duty station.
13. Perform other duties as assigned by the supervisor.

Required Skills:

Competencies :
– Knowledge of modern office and in-house procedures;
– Proven ability to use word processing software and e-mail or other software packages required by the work unit;
– Knowledge of general accounting procedures and practices;
– Ability to apply finance and accounting methods;
– Ability to work well with colleagues;
– Ability to organize own work;
– Ability to work in a team and to work under pressure;
– Ability to obtain services from other work units inside or outside the office for completion of tasks;

– Completed secretarial college, supplemented by commercial training in bookkeeping, accounting, and business administration or equivalent experience;

– Four years of general administrative / secretaria l experience. Familiarity with United Nations’ administrative and financial procedures is an asset

– Proficiency in English and knowledge of the local language.

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