SECRETARY - ADMIN. G4 (DC)

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  • Added Date: Thursday, 01 June 2023
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Grade: G4

Vacancy no.: DC/Dhaka/GS/2023/02
Publication date: 2 June 2023
Application deadline (midnight local time): 24 June 2023

Job ID: 10906
Department: RO-Asia and the Pacific
Organization Unit: CO-Dhaka
Location: Dhaka
Contract type: Fixed Term

Contract duration: 12 Months (Extendable)

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 Bangladesh.

    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. 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.

    Introduction

    About Better Work

    We mobilize global brands, governments, factory owners and workers to improve working conditions, drive competitiveness and create a more equitable, more prosperous world.

    The Power of Convening

    As a partnership between the UNโ€™s International Labour Organization and the World Bank Groupโ€™s International Finance Corporation, we know how to bring diverse groups together to create positive action that improves working conditions while stimulating productivity and competitiveness.

    A Proven Approach

    We create lasting, measurable change by empowering factories to improve the working conditions in their facilities. Our assessments are the global gold standard for rigour and integrity. Our training programs and advisory services change attitudes as well as behaviours.

    National Action/ Global Influence

    ๐Ÿ“š ๐——๐—ถ๐˜€๐—ฐ๐—ผ๐˜ƒ๐—ฒ๐—ฟ ๐—›๐—ผ๐˜„ ๐˜๐—ผ ๐—š๐—ฒ๐˜ ๐—ฎ ๐—๐—ผ๐—ฏ ๐—ถ๐—ป ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐—ถ๐—ป ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ! ๐ŸŒ๐Ÿค ๐—ฅ๐—ฒ๐—ฎ๐—ฑ ๐—ผ๐˜‚๐—ฟ ๐—ก๐—˜๐—ช ๐—ฅ๐—ฒ๐—ฐ๐—ฟ๐˜‚๐—ถ๐˜๐—บ๐—ฒ๐—ป๐˜ ๐—š๐˜‚๐—ถ๐—ฑ๐—ฒ ๐˜๐—ผ ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ ๐˜„๐—ถ๐˜๐—ต ๐˜๐—ฒ๐˜€๐˜ ๐˜€๐—ฎ๐—บ๐—ฝ๐—น๐—ฒ๐˜€ ๐—ณ๐—ผ๐—ฟ ๐—จ๐—ก๐—›๐—–๐—ฅ, ๐—ช๐—™๐—ฃ, ๐—จ๐—ก๐—œ๐—–๐—˜๐—™, ๐—จ๐—ก๐——๐—ฆ๐—ฆ, ๐—จ๐—ก๐—™๐—ฃ๐—”, ๐—œ๐—ข๐—  ๐—ฎ๐—ป๐—ฑ ๐—ผ๐˜๐—ต๐—ฒ๐—ฟ๐˜€! ๐ŸŒ

    โš ๏ธ ๐‚๐ก๐š๐ง๐ ๐ž ๐˜๐จ๐ฎ๐ซ ๐‹๐ข๐Ÿ๐ž ๐๐จ๐ฐ: ๐๐จ๐ฐ๐ž๐ซ๐Ÿ๐ฎ๐ฅ ๐“๐ž๐œ๐ก๐ง๐ข๐ช๐ฎ๐ž๐ฌ ๐ก๐จ๐ฐ ๐ญ๐จ ๐ ๐ž๐ญ ๐š ๐ฃ๐จ๐› ๐ข๐ง ๐ญ๐ก๐ž ๐”๐ง๐ข๐ญ๐ž๐ ๐๐š๐ญ๐ข๐จ๐ง๐ฌ ๐๐Ž๐–!

    Through our comprehensive, university-led research, and by sharing best practices from our on-the-ground experience, we are able to shape the agenda well beyond the countries in which we work, influencing governments, brands and policy makers to make improving working conditions a top priority.

    Purpose

    Our work and our research have demonstrated โ€“ to employers, unions, global brands and governments โ€“ that improving working conditions and defending the rights of workers benefits all of us. Weโ€™ve improved the lives of millions of workers, and millions more family members, while enhancing the profitability of their employers. There is no trade-off between better work and better business.

    The Improving Working Conditions in the Ready-Made Garment Sectorโ€“ RMGP funded by the Governments of Canada, the Netherlands and the United Kingdom and jointly implemented by Government of Bangladesh and the International Labour Organization (ILO). The programme has been addressing the challenges facing the ready-made garment industry and to secure lasting improvements to working conditions in Bangladesh. As a part of this programme, Better Work programme in Bangladesh (BWB) has been making a positive impact on the rights and the lives of workers, the business of enterprises and the socio- economic development of the countries. Better Work launched in Bangladesh in 2014, bringing the knowledge and expertise from other countries where it was already operating. BWโ€™s work relies on a comprehensive package of core services delivered to factories to create sustainable changes in their approach to compliance that supplies to the international buyers, many of them are global partners. Regular and accurate communications with these partners as per program requirements is very critical in succeeding with sustainable implementation of the improvements at enterprise level that the program is designed to support.

    For more information about Better Work please see: www.betterwork.org.

    Function

    The positionโ€™s main function is smooth and efficient administrative and procurement support to the Operations Team to implementation of ILO administrative procedures and supporting to the Programme Management so as to enable timely and accountable planning, implementation, monitoring and reporting of project activities. S/he will work closely work with Operations team in the ILO Dhaka office on all programming, operational and procuremet aspects of the project to assist coordination and assist facilitation of the highest technical integrity of the project outputs, as identified in the project document.

    Supervision

    The position will work under the direct supervision of the HR & Operations Assistant, Better Work Bangladesh, and the duty station is in the ILO Country Office for Bangladesh, Dhaka. The overall supervision will be by the Country Program Manager, Better Work Bangladesh.

    Description of Duties

    • Provide administrative/logistic support for capacity building activities, meetings, seminars and/or workshops at the national and divisional level and prepare and ensure accurate Statement of Expenditures of the events.
    • Organize logistics for various meetings, prepare and send invitations, organize hotel bookings, transportation arrangement, meeting room reservations etc.
    • Make travel arrangements for staff. Ensure all travelersโ€™ needs are met in regards to flights, tickets information, lodging, security clearance, prepare TT and other necessary arrangements.
    • Support the implementation of procurement processes including preparation of bidding documents, receipt of quotations, bids or proposals and making sure that all the procurement activities are performed as per ILO procurement rules and regulations.
    • Follow up of all the procurement related work and maintain good working relationship with and external customers.
    • Develop and maintain orderly filling of all relevant procurement documentation under the guidance of procurement focal, update of the rosters/database of suppliers periodically.
    • Responsible for good maintenance of all project files and records (including paper and electronic filing systems) for administrative, procurement, office equipment, fixed assets reporting and all other correspondence.
    • Track all procurement processes up to delivery, acceptance and payment.
    • Responsible for maintaining/procurement office supplies as per the programme needs.
    • Perform other relevant duties as required by the supervisor

      Required qualifications

      Education

      Completion of secondary school education. University degree in business management, information systems or other relevant fields would be an added advantage.

      Experience

      At least four years working experience of general administrative, procurement and logistics management. Prior experience with UN/INGO administrative, logistics and procurement procedures and experience of working with an enterprise resource planning (ERP) system would be an added advantage.

      Languages

      Excellent command of both written (business communications) and spoken English and Bengali.

      Salary and Benefits

      General Service Level 4 of the UN common remuneration system. Other allowances and benefits subject to specific terms of appointment:
      โ€ข Children's allowance (with in age 21)
      โ€ข Pension and Health Insurance (family) schemes;
      โ€ข 30 working days' annual leave;

      Competencies

      • Good knowledge and understanding and experience with UN and/or NGO administration, procurement management, general services/support functions and program operations.
      • Ability to coordinate and communicate with diplomacy and effectively with various stakeholders, both oral and written.
      • Thorough knowledge of secretarial practice and procedures, and knowledge of procurement and travel arrangements.
      • Excellent organizational and time management skills. Ability to prioritize work assignments, meet deadlines, adapt to changing demands and manage work based on priorities and urgency.
      • Knowledge of negotiated procurement procedures and the pertinent laws and regulations..
      • Knowledge of rules and regulations relevant to UN/ILO policies and programme needs.
      • Ability to work with confidential material and maintain high standards of ethical conduct.
      • Good understanding of principles of gender equality and principles of equal opportunity and how these can be promoted as part the responsibilities of the post.
      • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
      • Ability to use a range of Microsoft office and enterprise resource planning (ERP) software.
      • Ability to work with minimum supervision as well as in a team and to work under pressure.

        Applicants can only attach 1 document to their application. This should include a cover letter and must also include a 2-page statement addressing their claims against the required competencies. In doing this you should have a heading for each competency and explain in 2โ€“3 paragraphs to the selection committee how your skills and experience show that you meet this. Applicants who do not attach this statement will not be considered for interview.

        Better Work, as part of the ILO, values diversity among its staff and welcomes applications from qualified women and men, including those with disabilities.

        For more information please contact betterwork_hr@ilo.org

        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.

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