Operations Assistant - G5 (DC)

In September 2018, the Embassy of the Netherlands in Iraq notified five international organizations - World Bank, International Finance Corporation, UNICEF, UNHCR, and ILO - about a new global partnership on Inclusive Jobs and Education for Forcibly Displaced Persons and Host Communities (the “Partnership”). The Partnership will focus on three broad areas that are critical for refugees to overcome their specific vulnerabilities and host communities to pursue their own development agenda in a transformed environment: (1) jobs and social protection, (2) education and learning, and (3) protection and legal status. Actions of ILO under this partnership will focus on promoting micro, small and medium enterprises (MSMEs) as well as sectors with potential with a view to create more and better jobs in Dohuk and Nineveh regions of Iraq. More specifically, the project is expected to contribute to broader and more inclusive economic growth through interventions in three main areas:

The Operations Assistant will work under the direct supervision of the ILO Prospects Staff and under the general supervision of the ILO Iraq Coordinator in Baghdad. The position will be based in the ILO project office in Erbil/KR-I

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 implementation of the GIZ-funded project. These relate to the delivery of administrative and office support, HR, finance and travel and logistics and require the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level, requiring correct application of established rules, regulations, policies, procedures and guidelines to recommend an appropriate course of action in the assigned area(s).

• Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the project by evaluating requirements, organizing and carrying out work assignments accordingly .
• Prepare, draft and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. Provide informal translations.
• Maintain the official travel plan of the project staff. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions.
• Initiate, process and follow up on HR and finance administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system.
• Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of project budget and workplan documentation.

• 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 minutes and follow up on implementation of decisions.
• Ensure the project’s filing systems are maintained, accessible and efficient Gather, consolidate and present information/data on specific topics as required by project staff.
• Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. Provide guidance to project staff, as required on applicable standards and work procedures.
• Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
• Perform other relevant duties as assigned.

Completion of secondary school education.

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

working with an enterprise resource planning (ERP) system

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

• 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.