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Operations Assistant - G5 (DC)

Baghdad

  • Organization: ILO - International Labour Organization
  • Location: Baghdad
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

 

Grade: G5  

Vacancy no.: BEY/DC/2019/47
Publication date: 09 December 2019
Application deadline (midnight local time): 23 December 2019

 

Job ID: 2239 
Department: RO-Arab States/DWT-Beirut 
Organization Unit: RO-Arab States/DWT-Beirut 
Location: Baghdad   
Contract type: Fixed Term 

Contract duration: One Year 


 

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 Iraq.

 

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 Dollars 23,684 yearly.

Introduction

In the context of the ILO’s efforts to increase field presence in Iraq, a coordination office will be opened in Baghdad in December 2019. The office’s main purpose will be the coordination of the ILO activities under the Decent Work Country Programme (DWCP) in Iraq. The office will also have a representation role vis-à-vis the constituents in Iraq, the UN Country Team and donors. This position is part of the team working in that office headed by the ILO country coordinator.

Under the direct supervision of the ILO Iraq Coordinator and the general supervision of the DWT Arab States Director, the Operations Assistant  will be based in the ILO project office in Baghdad/Iraq The incumbent will perform the following tasks:

Description of Duties

As a team member, the incumbent provides a range of operational and administrative support services in an efficient, effective and client-oriented manner to ensure the smooth running of the ILO office in Baghdad as well as the implementation of the ILO activities in Iraq. These relate to the delivery of administrative and office support, HR, finance and travel and logistics and require the use of the ILO resource planning system (IRIS).

In accordance with the needs and priorities of the ILO office in Baghdad, the incumbent will perform the following duties:

  • Provide and coordinate a range of administrative and operational support services. Contribute to the smooth and efficient functioning of the office by organizing and carrying out work assignments and proposing improvements to work processes whenever possible.
  • Provide support services to the Iraq Country Coordinator by preparing, drafting and finalizing general and administrative correspondence and undertaking quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. The provision of informal translations is also needed.
  • Maintain the official travel plan of the office staff including the Country Coordinator’s R&R. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions. 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.
  • Initiate, process and follow up on HR and finance administrative actions making sure that they comply with ILO applicable standards. Input data in the ILO resource planning system (IRIS) and perform operations for authorizing and making expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization.
Description of Duties (Cont'd)
  • Maintain contact with and contact lists of ministers, government officials, employers’ and workers’ organizations, national and/or sub-regional and regional institutions, UN agencies and other international organizations and members of the diplomatic corps.
  • Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take meeting minutes and follow up on implementation of decisions.
  • Ensure the Baghdad’s office’s filing systems are maintained, accessible and efficient. Update websites and databases when needed. Gather, consolidate and present information/data on specific topics as requested.
  • Liaise closely with the ILO Regional Office for Arab States and keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines; share them with staff and provide further clarification as required.
  • Perform and/or coordinate other general administrative duties such as those related to Baghdad office staff attendance and leave recording, office space, registry, inventory and procurement matters.
  • Perform other relevant duties as assigned by the ILO Iraq Coordinator.
Education

Completion of secondary school education.

Experience

Minimum of five years of general administration and office support work experience. Experience of

working with an enterprise resource planning (ERP) system

Languages

Excellent command of written and spoken English and Arabic. Working knowledge of Kurdish is a must.

Competencies
  • Knowledge of general office support and operational areas.
  • Awareness of the nature of ILO programme and activities.
  • Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
optional section (if needed)

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:

  •  Efficiency in providing administrative support for the organization of meetings and other events.
  • Ability to search, retrieve and compile information from various sources.
  • Ability to adapt quickly to new software and systems.
  • Drafting skills.
  • 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.

 

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.

This vacancy is now closed.
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