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Administrative Assistant - G4 (DC)

Tirana

  • Organization: ILO - International Labour Organization
  • Location: Tirana
  • Grade: Administrative support - GS-4, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

 

Grade: G4  

Vacancy no.: DC/TIRANA/GS/2020/01
Publication date: 07 July 2020
Application deadline (midnight Budapest time): 21 July 2020

 

Job ID: 3955 
Department: RO-Europe and Central Asia 
Organization Unit: DWT/CO-Budapest 
Location: Tirana   
Contract type: Fixed Term 

Contract duration: 12 months (with a possibility of extension for 10 months) 


 

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 Albania.

 

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 1,546,000 Lek yearly.

Introduction

The position is located in Tirana, Albania, forming part of the ILO Decent Work Team/Country Office for Central and Eastern Europe (DWT/CO-Budapest). The DWT/CO-Budapest provides technical support and guidance related to the ILO agenda in 18 countries of Central and South Eastern Europe (for more information see www.ilo.org/budapest).

 

The main purpose of the position is to provide support to a new ILO project in Albania. This project delivers technical assistance to the government to identify and integrate more equitable and adequate financing for Sustainable Development Goals (SDGs) in the national budgetary framework. Building on the work already done on SDGs, UNDP, UNICEF and ILO, along with UN WOMEN and UNPFA, will closely work with the Ministry of Finance and Economy, the Ministry of Health and Social Protection, the Parliament of Albania and other key institutions to ensure that institutional capacities at national and local levels are supported to develop feasible solutions and identify fiscal space to progressively increase SDG-related spending for women, men, boys and children in Albania. The programme will contribute to achieve the following results:

 

(1) A national strategy for financing comprehensive social protection floors is developed, discussed nationally and ready to be integrated in the Medium-term Budget Framework (MTBF) through national and social dialogue.
(2) Feasible options are identified and agreed with Government Authorities to address unfunded mandates at the local level and articulate adequate financing options.
(3) Innovative approaches and tools and other mechanisms are developed to pilot and evaluate the impact of fiscal policies.
(4) Public institutions’ capacities are enhanced to articulate, implement and review resilient budgets that reflect increasing SDG related spending.

 

The ILO component focuses on the financing strategy of the social protection system in Albania. Specific activities include:

 

- Impact analysis of public investment in childcare and child and family allowance on poverty reduction, human development and gender equality, including a feasibility study of family and child allowance based on the impact analysis.
- Assessment of effectiveness and efficiency of cash assistance targeting poverty (economic aid) to support families and children cope with the multiple effects of poverty and vulnerability.
- Feasibility study of long-term care benefits and services based on the needs assessment analysis.
- Development of financing options for a shock responsive social protection including technical assistance to the government of Albania to respond to COVID 19.
- Policy dialogue amongst national stakeholders to advocate for increase in investments and expenditures on the social protection benefits according to the approved social protection floor and technical assistance integrating them into the MTBF.
- Feasibility study of innovative financing mechanisms and instruments that involve the private sector to catalyse additional funding, with a particular focus on shock responsive social protection, and child care services and child benefits.
- Local authorities are trained on an efficient and effective use of revenues and resources to plan and deliver child care, so as social protection services to vulnerable families and children are based on the agreed social protection floor concept.

 

The expected project duration will be 24 months from July 2020 to June 2022.

Reporting lines

The project assistant will work under the joint guidance and supervision of the Senior Social Protection Specialist of DWT/CO-Budapest, and the ILO National Coordinator in Albania.

In the performance management framework, the ILO National Coordinator in Albania will act as direct supervisor who will coordinate with the Senior Social Protection Specialist. The Director of the ILO DWT/CO-Budapest will act as higher level chief.

Description of Duties

The incumbent will provide administrative and logistical support to the implementation of the project, including the organization of capacity building activities and financial and operational monitoring of the project.

 

Throughout the work, the incumbent must follow the ILO Standard Operational Procedures and Rules Concerning Covid-19 as well as the national rules on Covid-19.

 

- Provide general secretarial, administrative support to the project activities.
- Provide secretarial and organizational support to the ILO specialists and National Coordinator in project-related activities, such as meetings, trainings, conferences, and other events organized under the project. Assist in the preparation of budgets of activities.
- Assist in the drafting of notes, meeting minutes and the translation of relevant documents from English into Albanian and vice-versa. Participate in ILO activities when required and assist in work plan development.
- Assist in the provision of financial and administrative information and liaise with the DWT/CO-Budapest with regard to administrative and financial issues.
- Assist in arranging agendas for in-coming and out-going official missions, make appointments with project stakeholders, including logistical arrangements, clearances and secretarial assistance;
- Make travel arrangements, hotel reservations and prepare travel authorization forms.
- Make arrangements for the procurement, shipment and receipt of office and Project supplies and equipment, including customs clearance.
- Assist in the preparation of cost estimates by collecting necessary data and preparing respective forms.
- Type a wide variety of correspondence, reports, tables and documents using word processing equipment, proofread and ensure that grammar, spelling and punctuation are correct. Make photocopies or scans as required.
- Maintain and update project administrative files and official records.
- Back up the other ILO project assistant in Tirana working for a Swedish funded project on alternative labour dispute resolution.
- Perform other duties as assigned by the supervisors.
 

 

Required qualifications
Education

Completion of secondary school education.

Experience

Three to four years’ general clerical experience. Practical experience on standard office software packages and email required by the work unit (e.g. WORD, EXCEL, PowerPoint).

Languages

Excellent command of English as working language and the fluency of Albanian language.

Competencies

• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
• Ability to obtain services from other work units inside or outside the office for completion of tasks
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Knowledge of practices and procedures for preparing administrative documents and maintaining file system;
• Ability to compose correspondence and correct documents in accordance with established standards;
• Excellent oral and written communication skills;
• Customer service to provide courteous, prompt and efficient responses to project partners.
• Understanding of principles of non-discrimination and gender equality.

 

Among nine ILO core competencies, the following competencies are particularly important for this position:

Communication, Collaboration, Orientation to Learning and Knowledge Sharing


 

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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