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21. Programme Assistant - G5

spain

  • Organization: ILO - International Labour Organization
  • Location: spain
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
    • Project and Programme Management
  • Closing Date: 2020-11-30

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Grade: GS-5

Publication date: 16 November 2020
Application deadline (midnight local time): 30 November 2020

Vacancy no.: PORT OF SPAIN/RB/G5/2020/090

 

Job ID: 090-2020
Department: Programme Unit
Organization Unit: Decent Work Team and Office for the Caribbean
Location: Port-of-Spain  
Contract type: Fixed 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 the Republic of Trinidad and Tobago.

 

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. The salary corresponding to the GS-5 Grade according tot he UN Local Salary Scale in Port-of-Spain will apply.

Organizational Setting

The position of Programme Assistant is located in the ILO Decent Work Team and Office for the Caribbean in Port of Spain (DWT/CO-POS), Trinidad and Tobago. The DWT/CO-POS provides advisory services, capacity building and technical assistance to ILO’s constituents (government, employers’ and workers’ organizations) to 13 member States and nine territories (Antigua and Barbuda, the Bahamas, Barbados, Belize, Dominica, Grenada, Guyana, Jamaica, St. Kitts and Nevis, St. Lucia, St. Vincent and the Grenadines, Suriname, and Trinidad and Tobago; and Anguilla, Aruba, the British Virgin Islands, Bermuda, Cayman Islands, Curacao, Montserrat, Saint Maarten and Turks and Caicos).

 

Main Purpose

As a team member, the Programme Assistant will provide a range of specialized programming and administrative support services for the coordination of programme and/or project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines. The incumbent works under the supervision of the Senior Programme Officer. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of rules, regulations, policies, procedures and guidelines.

 

REPORTING LINES - The Programme Assistant will report ot the Senior Programme Office of DWT/CO-POS. Depending on the technical area, ILO specialists will provide technical guidance.

 

Working Relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to provide support and exchange information on issues related to service delivery and status of planned activities. The incumbent regularly liaises with and receives guidance from the Regional Programming Unit.

 

External contacts are primarily with counterparts in Government, employers’ and workers’ organizations, United Nations (UN) agencies and other international organizations and donors to obtain clarification and to seek or provide information on planned joint activities.

Key Duties and Responsibilities
  1. Assist with the planning and preparatory work of the Office’s work programme and/or project initiatives. Monitor status of programme and/or project proposals and receipt of documentation for review and approval, verifying that information is in compliance with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of programme and/or project outcomes and deliverables and inform the supervisor of any discrepancies.
  2. Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the Office’s work programme, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues.
  3. Input complete data and process administrative actions on programme and/or project delivery in the ERP system. Based on information in the ERP system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations. Distribute project documents to concerned parties upon approval of supervisor.
  4. Follow-up on administrative matters, including the timely revision and submission of terms of reference (TOR) for external collaborators to ensure clarity, completeness and adherence to ILO rules and regulations, the confirmation of funds, and other required administrative actions.
  5. Provide administrative support for the organization of seminars, workshops, meetings and other events.

  6.  
optional section (only if needed)

f.  Maintain and update databases. Perform basic searches for information and prepare and update periodic reports, background information, briefing notes and statistical summaries.

g. Respond to requests for general information on programme and/or project related matters.

h.  Keep abreast of changes to relevant programme-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.

i.  Keep abreast of developments in the countries under the jurisdiction of the Decent Work Team and Office for the Caribbean which may have an impact on areas for ILO assistance and collaboration/development cooperation.

j.  Provide general office management support, including attending meetings and drafting correspondence.

k.  Perform other relevant duties as assigned.

Minimum Requirements

Minimum of five years of office support work experience, including in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system.

Education

Completion of secondary school education.

Experience

Minimum of five years of office support work experience, including in programme and budget support work and project administration. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of English.

Knowledge and Competencies (technical/behavioural)
  • Knowledge of programme and/or project administration.
  • Knowledge of the results-based management (RBM).
  • Ability to communicate effectively both orally and in writing. Ability to clarify information.
  • Demonstrate collaborative and team work experience and ability to work effectively with a multicultural and interdisciplinary team as well as work on his/her own initiative.
  • Ability to work independently, quickly, precisely, and take initiative and responsibility.
  • Ability to work under pressure and to meet deadlines.

Proficiency in the use of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office, as well as web-browsers, database applications and virtual meeting platforms

 

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Those interested in this position must consider that the following core competency and values framework are adhered to in the ILO:

  • Integrity and Transparency;
  • Sensitivity to Diversity;
  • Orientation to Learning and Knowledge sharing;
  • Client Orientation;
  • Communication;
  • Orientation to change;
  • Responsibility for Performance;
  • Quality Orientation and Collaboration.  

In addition to the ILO Core Competencies listed above this position requires: 

  • Ability to interpret and work within the applicable rules, regulations, policies and procedures.
  • Ability to adapt quickly to new software and systems.
  • Analytical skills and attention to detail.
  • 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 ILO People. 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.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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