فرصة عمل: مطلوب مساعد إداري ومالي – Administrative and Financial Assistant للعمل لدى المنظمة الدولية للعمالة

Against this backdrop, the ILO decided to adopt its employment intensive infrastructure approach in implementing emergency projects:

• restore infrastructure in destroyed areas and
• provide livelihoods in affected communities in Aleppo.

The work on the above-mentioned project entails the need for a G4 Project Administrative Assistant to support the overall operation of the ILO office.

The incumbent will work under the overall guidance of the ILO Syria Country Coordinator and the technical supervision of the ILO-ROAS Programme Officer.

Description of Duties

1. Draft standard correspondence, type and format a variety of documents related to the ILO’s operation and its project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate guidelines and template.

2. Support the knowledge management duties of the ILO in Damascus both within and outside the organization and ensure an effective communication with the Regional Office for Arab States, and the partners. Provide the Regional Communication unit with the latest developments for uploading information/news in the website and relevant social media.

3. Maintain timely and orderly files and official records related to ILO activities inside the country. Search and select relevant information and records for officials upon request.

4. Provide all needed administrative support to the emergency employment interventions in Aleppo and other interventions by the ILO at the national and/or at regional levels. This includes the preparation of workshop materials, preparation of stationary, shipping, preparation/compilation and distribution of working documents and other material, handling logistics, calculating and preparing cost estimates and following-up on payments.

5. Collect all workshop reports and monitoring reports prepared by experts and compile them for review and financial clearance.

6. Assist in the preparation of progress reports and related projects' briefs and presentations.

7. Assist in the translation and interpretation of ILO officials in meetings and workshops.

8. Maintain and update programme and projects' databases and filing system. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.

9. Provide support for the official travel of staff, resource persons and participants of meetings, seminars, and other ILO activities. including travel and accommodation arrangements, security clearances, visa requirements . Prepare relevant documents and materials related to the colleague’s missions and provide support and information to participants on matters of a routine nature.

10. Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorizations with the support from ROAS/DWT-Beirut.​​​​​​​

11. Provide logistic support and arrange payments to resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.​​​​​​​

12. Perform any other duties if and when required and relevant.

Required qualifications

Education

Completion of secondary school education.

First level university degree is an advantage

Experience

Minimum of four years of experience in general office management and clerical support work.

Practical experience on standard office software packages and email required by the work unit (Word, Excel, PowerPoint…). Knowledge of the UN policies and procedures is an advantage.

Languages

Excellent command of English and Arabic (oral and writing skills).

Competencies

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 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.
• Accuracy and ability to pay attention to details.
• Excellent oral and written communication skills.
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
• Understanding of principles of non-discrimination and gender equality.

Candidates assessed by the Panel and considered to be 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