Grade: G6
Vacancy no.: BEY/DC/2024/07
Publication date: 11 March 2024
Application deadline (midnight local time): 25 March 2024
Job ID: 11749
Department: RO-Arab States/DWT-Beirut
Organization Unit: RO-Arab States/DWT-Beirut
Location: Beirut
Contract type: Fixed Term
Contract duration: Until December 2025, renewable subject to availability of funds
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 values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.
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. 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 51,485 (USD) yearly.
Introduction
As a team member, the incumbent provides a range of specialized programming and administrative support services for the coordination of programme and/or project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective, and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines.
Reporting Lines:
Under the supervision of the Chief of the Regional Programming Unit (C/RPU) the incumbent provides senior level programming support and technical assistance to decent work team and DC project colleagues. The incumbent will work closely with the Finance colleagues as well as colleagues in headquarters (PROGRAM< BUD/CT and Partnerships in particular).
Description of Duties
General Administration and operation
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 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 trainings, as required by supervisor.
4. Maintain, contact and liaise with concerned technical units at Headquarters, ILO constituents, social partnersโ 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 international 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.
Description of Duties (continued)
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 various sources of funding in particular Regular Budget for technical cooperation, RBSA, and development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting 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. Provide guidance and supervise the work of junior administrative and/or other support staff.
12. Perform other relevant duties as assigned.
13. Coordinate RBTC Office modalities based on technical guidance and produce regular report and analysis for management decision.
Required qualifications
Education
Completion of secondary school education and formal training in relevant administrative area.
Experience
At least seven years of progressively responsible administrative work with supervisory experience.
Languages
Excellent knowledge of English and good working knowledge of Arabic.
Competencies
In addition to the ILO core competencies, (Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration), this position requires:
- 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.
Competencies (continued)
- 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.
- Ability to work in a team and lead some teamwork.