Grade: G5
Vacancy no.: GS/2023/001
Publication date: 05/05/2023
Application deadline: 28/05/2023
Job ID: 10408
Department: Asia
Organization Unit: ILO CO-BEIJING
Location: Ulan Bator, Mongolia
Contract type: Fixed-term
Contract duration: 12 months
Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.
In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.
The following are eligible to apply:
- ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
- External candidates*
*The recruitment process for General Service positions is subject to specific local recruitment criteria. The ILO may only offer a contract to persons who have a valid residency status and work permit in Mongolia
Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is US$ 17,042 yearly.
Introduction
The labour market in Mongolia is characterized by high levels of informality. The more formal mining sector coexists with large number of informal MSMEs. 46 percent of the labour force is working informally, in both formal and informal sectors. 82.1percent of enterprises are micro enterprises with up to 9 employees, whereas most workers are working in informal setting, without an employment contract and/or social insurance coverage. While the informal economy plays an important role in providing livelihoods and incomes to households and workers, it comes at a high cost to the workers, whatever is their employment status, enterprises and the economy as a whole.
The Decent Work Country Programme (DWCP) Mongolia 2023-27 was approved by the Regional Director in March 2023. The proposed project is contributing to two out of three priorities of the DWCP focuses on social protection system to ensure access to all, including informal workers, and on enhancing employment opportunities for all in an increasingly formalized economy. The priorities of DWCP are in line with UNSDCF Mongolia 2023-27
The Programme Administrative Assistant will report to the National Project Coordinator
Description of Duties
- Serve as focal point for coordination of project implementation administrative support activities, involving liaison with various organizational units in the field to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
- Provide general office management assistance, handle administrative tasks, and provide advice and guidance to staff with regard to administrative procedures, processes and practices. Provide support to project-related missions and activities, including preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.
- Compile and prepare background information and tables for briefing and review sessions by identifying and consolidating data and relevant information on project activities. Clear outgoing communications for conformity with established procedures and accuracy before being signed by the supervisor.
- Compile, summarize and enter data on project delivery, draft related status reports, identify shortfalls in delivery and bring them to the attention of management.
- Maintain an overview of the financial situation of the project. Prepare and modify budget data as required.
- Maintain and update relevant databases/records/registers/control plans on the status of projects/ programs at each project cycle and programming activity for monitoring and evaluation purposes.
- Draft substantive correspondence on project/programme activities and briefing notes in accordance with the requirements of the Office. Update information on web sites.
optional section (if needed)
8. Liaise with concerned ILO constituents, implementing agencies and donors for required clearances. Maintain up-to-date directories.
9. Arrange internal and external meetings and appointments. Take notes and/or minutes at meetings.
10. Provide guidance and training to, and monitor the work of, junior project/program support staff as needed to ensure the smooth, uninterrupted implementation of the project/programs.
11, Process all project payments ensuring accuracy and documenting all financial transactions.
12. Provide informal interpretation and translation.
13. Provide necessary support for implementation of DWCP under the supervision of National Coordinator whenever necessary, and perform other relevant duties as assigned by the Director.
Education
Completion of secondary education.
Required qualifications
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
Ability to prepare preliminary reports and to draft correspondence.
Ability to interpret and work within the applicable rules, regulations, policies and procedures.
Ability to adapt quickly to new software and systems.
Analytical skills and attention to detail
Experience
At least five years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable.
Languages
Excellent knowledge of Mongolian and English
Competencies
Proven ability to use word processing software and email. Ability to use other software packages required by the work unit. Proven typing abilities. Thorough knowledge of modern office procedures. Thorough knowledge of clerical practices and procedures, and knowledge of administrative practices. Knowledge of the subject matter and programme served. Knowledge of in- house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems. Knowledge of protocol. Ability to reply in an appropriate manner to telephone and in-person inquiries. Ability to work well with colleagues. Ability to organize own work. Ability to evaluate correspondence and inquiries for best course of action. Ability to obtain services from other work units inside or outside the office for completion of tasks. Ability to search and retrieve information from databases and compile reports. Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs. Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority. Ability to deal with confidential matters with discretion. May need supervisory skills. Knowledge of software necessary for updating websites. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
Recruitment process
Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.
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.