Grade: G6
Publication date: 5 April 2024
Application deadline (midnight local time): 26 April 2024, Friday
Vacancy no.: ANKARA/RB/GS/2024/01
Job ID: 11787
Department: RO-EUROPE
Organization Unit: CO-ANKARA
Location: Ankara
Contract type: Short Term
The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status and work permit in Tรผrkiye.
In order to support the best informed process in the filling of the above-mentioned vacancy, 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
*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 for a short-term contract.
Conditions of employment
- Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
- Any extension of contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
To consult the vacancy notices and apply, please see the following links:
- Currently serving staff (WLT, FT, ST, SST) should access the ILO Jobs module of ILO People (FAQs)
- External candidates (including consultants, interns, daily contacts holders and staff at ITC-ILO in Turin)
- The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.
Organizational Setting
This position is located in the ILO Office for Turkey. The ILO Office for Turkey functions as the diplomatic representation of the ILO in Turkey vis-ร -vis the government, social partners, stakeholders, international community and the general public.
The Office promotes ILOโs core mandate, international labour standards and decent work through implementation of development cooperation programmes and projects. The Office also follows and analyses social, political and economic developments, legislative and policy initiatives in Turkey, and carries out advocacy activities through engaging with the constituents to ensure that the core ILO values and policies are promoted.
Main Purpose
As a team member, the incumbent provides senior level support with responsibility for performing, completing and overseeing a range of operational and administrative support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, HR, ICT and travel and logistics, and require the use of the enterprise resource planning (ERP) system.
The incumbent plays a key role, demonstrating considerable judgment, in ensuring transparency in the correct application, interpretation and adaptation of established rules, regulations, policies, procedures and guidelines. The incumbent evaluates and proposes solutions to difficult situations and provides inputs into the design and development of improved operational support services and delivery processes.
The position works under the supervision of the Director of the Office. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters. Work is reviewed for feasibility of recommendations and correctness of end results, and on the handling of complex and intricate operational matters involving the new application or interpretation of policy or affecting other related activities of the work unit.
Working Relationships
Internal contacts are with staff and managers in field offices, project locations and headquarters to provide operational and administrative support and guidance for the delivery of services and the resolution of complex issues in compliance with applicable standards. The incumbent liaises with diverse organizational units to coordinate, prioritize and follow up on activities.
External contacts are primarily with counterparts in UN agencies and other international organizations, non-governmental organizations (NGOs), embassies, permanent missions and concerned authorities to coordinate and follow up on pending issues or to obtain clarification, provide guidance on Office practices and procedures and solve administrative-related matters. The incumbent also liaises with service providers for the completion of pending issues.
Key Duties and Responsibilities
In accordance with the needs and priorities of the office where the position is located, the incumbent will provide services from among the following duties:
- Undertake and complete a range of administrative and operational support services encompassing general administration and office support, HR, finance and travel and logistics. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with applicable standards.
- Play a proactive role in the integration and coordination of support services. Oversee and guide the work of support staff as required and ensure a smooth flow of office work and information within the work unit and with other units.
optional section (only if needed)
Along with performing a range of the above duties, the position will:
Provide and/or coordinate a variety of office and administrative support services to assist the Director with the smooth running of the Office. Keep informed of important events and activities of the office and inform concerned staff. Update and maintain the Directorโs agenda. Screen and schedule appointments according to urgency and priority. Coordinate requests from high-level visitors and establish briefing programmes. Receive visitors and respond to in-person, telephone and email inquiries in a timely manner. Analyze, manage and monitor a diverse range of correspondence and documentation, including of a confidential and sensitive nature, bringing important issues to the Directorโs immediate attention. Draft notes and responses requiring research and an understanding of administrative, operational and programme areas. Prepare and/or review and clear correspondence for the Directorโs signature, ensuring accuracy of information and compliance with applicable standards. Coordinate the preparation of a range of documents and information covering political and managerial matters and diverse technical areas of the ILO to facilitate the work of the Director in taking strategic decisions and reporting on ILO activities. Determine priorities and follow up on deadlines with staff and managers as appropriate. . Maintain contact with and contact lists of ministers, government officials, employersโ and workersโ organizations, national and/or sub-regional and regional institutions, UN agencies, and other international organizations and members of the diplomatic corps. As Office focal point for the Talent Management System, support the Director with measures to increase compliance with the different Talent Management System modules, tracking status of compliance of staff in the Office and following up with managers and staff as required. Provide guidance and first-level support, escalating more complex issues to the next level, and run reports and follow up as required.
Minimum Requirements
Education
Completion of secondary school education. Training in an area related to general administration and office support.
Experience
Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.
Languages
Excellent command of an official language (English, French, Spanish) of the Organization. Working knowledge of another official language of the Organization or an official national language of the duty station.
Knowledge and Competencies (technical/behavioural)
Good knowledge of a range of operational areas. Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office. Knowledge of methods and techniques for assessing quality and efficiency of process execution. Knowledge of the substantive nature of ILO programmes and activities.
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 adapt quickly to new software and systems. Ability to coordinate and oversee a broad range of operational activities. Ability to search, retrieve and compile information from a variety of sources. Good drafting skills. Ability to coordinate the work of support staff. Analytical skills and attention to detail. A high degree of discretion with sense of responsibility in dealing with confidential matters. Interpersonal skills, tact and diplomacy when dealing with others. 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.
Evaluation may include a written test and an interview with a hiring manager. Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Teams, for the assessment and evaluation of candidates at the different stages of the recruitment process, including interviews.
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.