Project Assistant - G6
Vacancy no.: CAIRO/RBSA/GS/2020/04
Publication date: 19 March, 2020
Application deadline (midnight local time): 02 April, 2020
Job ID: 3202
Organization Unit: DWT/CO-Cairo
Contract type: Short Term
Contract duration: Till December 31, 2020
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.
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.
In March 2020, a new ILO programme called “Strengthening Labour Relations and its Institutions in Egypt” has been launched. The programme is part of a larger ILO development collaboration portfolio in Egypt. As this new programme will be established in 2020, the ILO is looking for a suitable candidate to support its set up as a project assistant. The programme focusses on three pillars: (i) technical support to the tripartite constituents on the application of the trade union law, (ii) promotion of inclusive social dialogue, (iii) support for enterprises in the garment sector through the Better Work programme. The project assistant is expected to support all activities under this project from an administrative point of view in order to allow smooth operational setup.
Under the overall responsibility and the direct supervision of the DWT/CO-Cairo Director, the incumbent will perform the following duties in accordance with the needs and priorities of the office where the position is located:
1. 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.
2. 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.
3. Prepare, draft and finalize correspondence including of a non-routine nature requiring research and understanding of administrative, operational and programme matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards. Provide informal translations.
4. Initiate, process and follow up on HR administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system. Respond to inquiries and provide general HR-related information to staff. Provide a broad range of HR-related services as required.
5. Participate in the preparation and control of the work unit’s accounts regarding allocations and expenditures. Perform operations for authorizing and effectuating expenditures and make adjustments to optimize utilization of funds. Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support the preparation of programme and budget and workplan documentation and financial and technical progress reports for donors.
6. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements and ensure the timely processing of administrative transactions. Provide guidance and assistance to staff relating to arrival, departure and official travel formalities. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.
7. Organize and coordinate meetings, workshops and other events. Lead secretariat support services and oversee administrative and financial arrangements. Prepare and oversee preparation of documents, presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. Attend and participate in internal and external meetings and workshops in assigned areas of work.
8. Ensure the work unit’s filing systems are maintained, accessible and efficient. Ensure the update of websites and databases. Design and generate a variety of periodic and ad hoc reports, statistical tables and other background materials.
9. Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance and deliver training to staff with the view to building knowledge.
10. Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
11. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
12. Perform other relevant duties as assigned by the supervisor.
Completion of secondary school education supplemented by a training in an area related to general administration and office support.
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.
Excellent command of English and good working knowledge of French or Arabic.
- 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.
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.
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.
- The contract and its continuity is subject to the availability of funds
- Only those candidates that are short-listed for assessment will be contacted
- Candidates who pass the interview and have good capabilities as may be recommended by the panel, may get selected for similar positions
- The Office reserves to itself the right to appoint candidates at a level below the level of the advertised post depending on their experience
- Assessed candidates who will be considered as appointable for this position can also be offered to be assigned on a TEMPORARY position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position