Grade: G5
Vacancy no.: DC/NEWDELHI/G5/2023/17
Publication date: 08 November 2023
Application deadline (midnight India time): 15 November 2023
Job ID: 11392
Department: RO-Asia and the Pacific
Organization Unit: DWT/CO-New Delhi
Location: New Delhi
Contract type: Special Short Term
Contract duration: four months (Dec 2023 to Mar 2024)
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:
*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 India.
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 INR 935,497.00 yearly, less deductions for medical and pension.
WIF is an ILO programme aiming to reduce vulnerability to forced labour of women and girls in South and West Asia funded by the UK Foreign and Commonwealth Development Office (UKFCDO). Between 2013-2023, WIF focused on women and girl migrants originating from India, Bangladesh and Nepal and women and girl migrants in receiving countries in India, Jordan, Lebanon and Gulf countries specifically in areas such as domestic and garment work.
WIF has received an extension till end March 2024 to take up dissemination activities and share lessons learned in various regions of the world, especially Asia Pacific, Africa and Latin America. As the project budget is based in India, the AF Assistant will report to the National Project Coordinator for India to support administrative and financial management of the project.
Reporting lines:
The Administrative Assistant will perform her/his duties in close collaboration with the Finance, Administration & Personnel team (ADFIN) and the direct supervision of the National Project Coordinator(s) in ILO India.
1. Serve as a focal point for coordination of project implementation administrative-support activities, involving liaison with various organizational units in the office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
2. Provide general office assistance, handle administrative tasks, and advise staff concerning administrative procedures and processes, including project-related missions and activities, budget preparation, travel coordination and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars. Clear outgoing documents for conformity with established procedures and accuracy of statements.
3. Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office. Update information on web sites.
4. Liaise with concerned ministries, ILO constituents, implementing agencies and social partners (organizations of employers and employees) if and when needed. Maintain their up-to-date directories.
5. Organise, coordinate and provide logistical support to meetings, workshops, seminars and other events conducted by the project, draft minutes of meetings, contribute to drafting project reports and communication pieces. Assist in translation.
6. Assist in the review of financial reports of project implementing partners, ensuring compliance with ILO rules and conformity with the budget and financial requirements of the project, before submitting to the Finance Unit.
7. Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance.
8. Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions.
9. Prepare background information, working papers and tables for briefing and review sessions by identifying and consolidating data and relevant information on development and/or subject matter activities of the area, if and when needed.
10. Perform other duties as assigned by the supervisor and ADFIN team.
Completion of secondary education. First level of university degree would be advantage
At least five years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable. Experience in handling matters of financial importance is desirable.
Excellent knowledge of the English and Hindi.
• Knowledge of general office support and operational areas.
• Awareness of the nature of ILO programme and activities.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• 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
• 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.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
• Accuracy and ability to pay attention to details.
• Ability to search and retrieve information from databases and compile reports.
• Ability to adapt quickly to new software and systems.
• Excellent oral and written communication skills.
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
• Interpersonal skills, tact and diplomacy when dealing with others.
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.
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.
ILO is committed to diversity and inclusion within its workforce, and encourages all candidates,irresepctive of gender, religious and ethnic backgrounds, including persons living with disabilities, to apply.
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.