Grade: G6
Vacancy no.: DC/NEWDELHI/G6/2023/09
Publication date: 27 July 2023
Application deadline (midnight IST time): 10 August 2023
Job ID: 11070
Location: New Delhi
Contract type: Fixed Term
Contract Duration: 12 Months (with an extension)
Introduction
From 2017 to 2022, the International Labour Organization (ILO) together with the International Centre for Migration Policy Development (ICMPD) implemented the โEU-India Cooperation and Dialogue on Migration and Mobilityโ project to contribute to a better governance of migration and mobility between the EU and India and prevent and address challenges related to irregular migratory flows.
A second phase of the project is anticipated with the objective to continue supporting better management of mobility between the EU and India, as well as to prevent and address challenges related to irregular migratory flows. The Administrative and Finance Assistant will provide administrative and financial support for the management and implementation of the projectโs activities in abidance with ILO accountability standards.
This position will be effective subject to availability of funding. The vacancy is being advertised in advance in order to expedite the recruitment process.
Reporting lines
Under the general guidance of the Director, ILO DWT/CO New Delhi, the Administrative and Finance Assistant will report directly to the National Project Coordinator. The incumbent will work in collaboration with the Labour Migration Specialist, the Programme focal point for migration as well as the Administrative and Finance Unit in the ILO DWT/CO New Delhi.
Description of Duties
1. In coordination with relevant departments in HQ (BUDCT, PARDEV, MIGRANT) and in liaison with the project team members, perform substantive and administrative support for the successful delivery of the project activities. This includes processing entitlements, issuance of contracts and maintenance of records and files.
2. Oversee office management and administrative support services. 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, trainings under the country programme outcomes.
4. Maintain, contact and perform liaison duties with concerned technical units at Headquarters (BUDCT, PARDEV, and MIGRANT), ministries, government offices, social partnersโ organizations and UN agencies.
5. Prepare, on own initiative, correspondence, reports, evaluations and justifications 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 the National Project Coordinator, experts and consultants on all aspects of administration related matters such as visa, licenses, security internal coordination, documentation and communication structures, including key managerial practices and standards. Provide interpretation of administrative rules, regulations and procedures.
7. Review incoming correspondence which requires action by the National Project Coordinator; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various project personnel and other organizational unites/entities on the submission of reports and correspondence.
8. Prepare background information, detailed cost estimates, monthly, quarterly and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections as required. Provide timely information to constituents and the donor upon request.
9. Consolidate information related to, maintain and disseminate on a regular basis the Programmeโs calendar containing schedules of activities, events, key Programme milestones and deadlines; provide the necessary follow-ups to concerned colleagues with regards to calendar items.
10. Maintain the project filing system on a continues basis to ensure all relevant documents are kept on file and easily accessible.
11. Oversee and carry out operations required for expenditures under technical cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
12. 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.
13. Verify cash transaction, cash balances, bank statements, monthly reconciliation statements of implementing partners. Provide guidance to project partners on ILO accountability standards ensuring that all movements via bank are supported by bank receipts.
14. Perform other duties as assigned by the supervisor.
Required qualifications
Education
Completion of secondary school education.
Experience
Six years of progressively responsible administrative work and experience guiding other administration support staff. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g., MS WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Knowledge of the relevant project and programme area and the Officeโs operations would be ideal.
Languages
Excellent knowledge of the working language of the duty station and a good knowledge of English.
Competencies
Quality Orientation, Communication, Collaboration
Integrity and Transparency, Client Orientation, Sensitivity and Diversity, Orientation to Learning and Knowledge Sharing, Orientation to Change, Takes Responsibility for Performance,
Ability to organize work of own and others paying attention.
Good knowledge of programme planning, implementation and evaluation principles, practices and procedures.
Good administrative skills to provide programming support.
Ability to work under pressure.
High standards of ethical conduct and honesty.
โข Knowledge of protocol
โข Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
โข Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
โข Ability to obtain services from other work units inside or outside the office for completion of tasks
โข Ability to work as a member of a team and manage a heavy workload under time pressure.
โข 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
โข Good knowledge of work of the office and the world carried out in other work units
โข Ability to respond to requests from high-ranking officials and to deal with high-level visitors with tack diplomacy
โข Ability to search and retrieve information from databases and compile reports
โข Supervisory skills; Excellent time management skills
โข Ability to deal with confidential matters with discretion
โข Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes
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 National Officer positions is subject to specific local recruitment and eligibility 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 INR 1,233,499 /- yearly, less deductions for pension and medical.