Office Support Assistant - G4

Introduction

1. Introduction:

The ILO strives to achieve Decent Work for all. It promotes social justice and internationally-recognized human and labour rights. It is the United Nations agency where governments, employers and workers have, through a tripartite structure, equal voice in improving conditions and life at work. ILO Cairo leads the promotion of decent work for all through a double mandate, as the ILO Decent Work Team for North Africa and as the Country Office for Egypt and Eritrea.

The ILO DWT Cairo is implementing the ADWA' project: Advancing the Decent Work Agenda in North Africa, a regional project covering Egypt, Tunisia and Morocco which is funded by the Swedish International Development Agency (Sida). ADWA’ aims at promoting job-rich growth, international labour standards (ILS) and their application at enterprise level. These three elements are fundamental for the economic development of the region and are essential to advance towards the realization of the Sustainable Development Goals (SDGs).

A mix of implementing strategies is going to be adopted, including evidence generation (data and analysis), knowledge management and capacity building.

The availability of more and better jobs in the sub-region requires concerted initiatives in the areas chosen by the project. The first outcome of the project supports the elaboration and implementation of a proactive job-rich growth agenda. The second outcome supports the defacto application of ILS by providing Governments with normative guidance. The third outcome will take these initiatives to the enterprise level for a cooperation with enterprises in the telecommunication and automotive supply chain to address Decent Work deficits.

2. Reporting Lines:

The incumbent will perform her/his duties under the supervision of an international Chief Technical Advisor (CTA) for the project and under the overall guidance and responsibility of the Cairo Office’s Director. The incumbent will be part of the project’s administrative and finance unit and is expected to collaborate closely.

Description of Duties

3. Key Duties and Responsibilities:

• Give support in the preparation of events and special meetings (in person or online) and perform all important administrative arrangements to conduct workshops and seminars (getting offers for venues, reservations and bookings, sending invitation letters to participants, preparation of allowances for participants, preparing acceptance forms and payment memos);
• Perform duties related to the procurement of items and preparing all related administrative documents (including getting offers from different suppliers, preparation of selection memos, and addendum memos when needed);
• Process all administrative arrangements for official travel, including travel authorizations, hotel booking, flight tickets, visas and other required clearances;
• Maintain files, databases and official records related to project activities. Search and select relevant information, and quotations in accordance with standard office procedures;
• Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records;
• Register and route mail, correspondence and other documents. Process outgoing mail ensuring most appropriate method in terms of postal rates and regulations. Maintain and organize filing systems for correspondence, documents, publications and/or reference materials. Plan and coordinate the activities of the office’s registry as required.
• Respond to routine telephone, email and in-person inquiries or refer to appropriate contact/unit. Receive and direct visitors and arrange appointments.
• Maintain, update and transmit inventory records; and
• Perform any other duties as assigned by the CTA.

Required qualifications

Education

Completion of secondary education.

Experience

A minimum of four years of general administration and office support work experience

Languages

Excellent command of English and good working knowledge of Arabic.

Competencies

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks;
• Ability to use the tools needed to perform the activities of the position, e.g. spreadsheets and record systems;
• Ability to adapt quickly to new software and systems;
• 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 and update databases;
• Ability to work with accuracy and to pay attention to detail; and
• Excellent oral and written communication skills.
• Attention to detail in order to identify data discrepancies.
• A high degree of discretion with sense of responsibility in dealing with confidential matters.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitude

optional section (only if needed)

Candidates assessed by the Panel and considered eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.