Senior Project Assistant

Introduction

In December 2020, the ILO began implementing the PROFIT project to strengthen agricultural opportunities in the Grande Anse department of Haiti through training and technological investment (PROFIT). The three-year intervention aimed to improve the living conditions of 1,000 small producers, (50% of whom are women) by increasing sales of higher value-added products such as cocoa and breadfruit through processing.

This project, implemented across five communes in Grande Anse, focuses on developing the value chains of two promising agricultural products, drawing on a comprehensive value chain study conducted in early 2020. To achieve this the project has supported the structuring and reinforcement of all actors involved as well as the construction of essential infrastructure to improve product collection, proper handling, logistics and transformationin order to strengthen value chains and support sustainable local livelihoods. The project works in close collaboration with the World Food Programme (WFP). Building on the strong outcomes of Phase I, the Norwegian donor approved Phase II, which began implementation in February 2024.

The position will strengthen and streamline the efficiency of administrative processes for the PROFIT II project, accelerate operational processes (such as procurement, documentation flow and internal approval cycles) and ensure the timely closure of contracts and implementation agreements from the ILO DWT and Office for the Caribbean in Port of Spain.

REPORTING LINES

Under the overall responsibility of the ILO Director in Port of Spain, the incumbent will report directly to the Project CTA. The Senior Project Assistant will regularly liaise with and receive guidance from the National Project Coordinator. The incumbent will also collaborate closely with the other Project staff in Haiti, as well as with project stakeholders, to obtain clarification and to seek or provide information related to project activities.

Description of Duties

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.

1. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.

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

1. 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.

1. 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.

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

1. 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.

1. 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.

1. 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 supporting justifying documents and making payments.

1. 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.

1. Support the elaboration of project proposals based on identified opportunities.

1. Provide guidance and supervise the work of junior administrative and/or other support staff.

1. Perform other relevant duties as assigned.

Required qualifications

Education

Requirement:

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

Experience

Requirement

At least six years of progressively responsible administrative work with supervisory experience.

Languages

Requirement:

Excellent command of French and good working knowledge of English and Creole.

Competencies

Candidates applying for the position should note that the nine core competencies of the ILO, listed below, may be assessed during the selection process: (i) Integrity and transparency, (ii) Sensitivity to diversity, (iii) Focus on learning and knowledge sharing, (iv) Customer focus, v) Communication, vi) Change orientation, vii) Accountability for performance, viii) Quality orientation and ix) Collaboration. 

Other Competencies

- 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 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 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