(general information about the context in which the official will work)
Information on the programme and the project aligned with that contained in the project document (PRODOC), its overall objectives (no longer than two paragraphs). Reference to other relevant information, material or a website for project details is possible.
Brief summary on the main purpose or objectives of the position, not going into the duties (one or two sentences).
Brief description of the role and responsibility of the position.
Reporting lines
Reporting lines, including: (1) to whom the position is reporting (one position only); (2) which position will give technical guidance. If relevant, collaboration lines can be indicated.
Select duties below only those correspond to the needs of this position. Add specific duties if necessary. Duties should reflect the activities and processes required to achieve the key results within the project main objectives. Use short, concise sentences and action verbs, no jargons or acronyms. The max total number of duties should be 10 – 12.
Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software.
Provide secretarial and administrative support in for meetings, seminars and/or workshops organized under the project at national and/or regional levels. This may include making logistics arrangements, preparation of invitation letters and the typing, compilation and distribution of working documents and other material.
Support the knowledge management duties of the project both within and outside the organisation and ensures effective email and website communication with the HQ, Regional and Country Offices.
Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request.
Liaise/Request services from other work units inside or outside the office for completion of tasks.
Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, visas, identity cards, driving licenses, security and other required clearances.
Compile, calculate and prepare cost estimates and prepare documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.
Prepare routine financial data and statements for the project-related activities. Enter data into computer by classifying and coding transactions.
Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations.
Arrange payment of resource persons, such as Daily Subsistence Allowance. Draft payment-related correspondence and ensure follow-up. May make disbursements from petty cash fund. Maintain records of such disbursements and balance accounts as required.
Maintain and update programme and project databases and filing system on the project. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
Perform other duties as assigned by the supervisor.
Completion of secondary school education.
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).
Excellent knowledge of the working language of the duty station and a good knowledge of English.
Modify below based on the needs of this position:
Among nine ILO core competencies, following competencies are particularly important for this position:
Client Orientation, Communication, Collaboration
Integrity and Transparency, Sensitivity and Diversity, Orientation to Learning and Knowledge Sharing, Orientation to Change, Takes Responsibility for Performance, Quality Orientation
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.