Grade: G5
Publication date: 26 October 2023
Application deadline (midnight local time): 09 November 2023
Vacancy no.: BEY/RB/2023/30
Job ID: 11357
Department: RO-Arab States/DWT-Beirut
Organization Unit: RO-Arab States/DWT-Beirut
Location: Beirut
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 Lebanon.
The following are eligible to apply:
The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.
*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 USD 43,632 yearly.
The position is located in the Decent Work Technical Support Team for the Arab States (DWT-Beirut) which is based in the Regional Office for the Arab States (ROAS). DWT-Beirut covers the following countries and territories: Bahrain, Iraq, Jordan, Kuwait, Lebanon, Occupied Palestinian Territory, Oman, Qatar, Saudi Arabia, Syrian Arab Republic, United Arab Emirates and Yemen.
The Decent Work Technical Support Team for the Arab States (DWT-Beirut) is composed of 12 international technical specialists and has as primary function to provide services to ILO constituents in the region, support the design and implementation of Decent Work Country Programmes (DWCPs), initiate and backstop development cooperation programmes and promote coordinated subregional and regional initiatives on decent work towards the promotion of social justice and a fair and inclusive globalization.
As a team member, the incumbent provides a range of operational and administrative support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, HR, finance and travel and logistics, and require the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level, requiring correct application of established ILO rules, regulations, policies, procedures and guidelines to recommend an appropriate course of action in the assigned area(s).
The incumbent works under direct supervision of the Deputy Regional Director/DWT-Beirut Director and is part of a team of 3 operations assistants, each supporting several technical specialists. They work in a team led and guided by the Senior Operation Assistant/Executive Assistant to the DRD and DWT Director. 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 applicable standards.
Internal contacts are with staff and managers in field offices, project locations and headquarters to provide operational and administrative support and to exchange information on specialized processes and procedures for the delivery of services. The incumbent liaises with diverse organizational units to initiate requests, obtain clearances, process and follow up on administrative actions.
External contacts are primarily with counterparts in UN agencies and other international organizations, embassies, permanent missions and concerned authorities to seek or provide information for the completion of pending issues. The incumbent also liaises with service providers to follow up on pending issues.
In accordance with the needs and priorities of the office where the position is located, the incumbent will provide services from among the following duties:
1. Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the work unit by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.
2. Prepare, draft and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. Provide informal translations.
3. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions.
4. Initiate, process and follow up on HR and finance administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system. Perform other HR and finance support functions as required. Process arrangements for the arrival and/or departure of staff, including travel, security clearances, visas, transportation of personal affects and other benefits and entitlements and follow up with concerned authorities as appropriate.
5. Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.
6. Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions.
7. Ensure the work unit’s filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate and present information/data on specific topics.
8. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. Provide guidance to more junior staff, as required on applicable standards and work procedures.
9. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
10. Perform other relevant duties as assigned.
Completion of secondary school education.
Minimum of five years of general administration and office support work experience. Experience of working with an enterprise resource planning (ERP) system or similar software.
Excellent command of English and Arabic. Working knowledge of another official language of the Organization is a plus.
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.
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:
Efficiency in providing administrative support for the organization of meetings and other events.
Ability to search, retrieve and compile information from various sources.
Ability to adapt quickly to new software and systems.
Drafting skills.
Analytical skills and attention to detail.
A high degree of discretion with sense of responsibility in dealing with confidential matters. Interpersonal skills, tact and diplomacy when dealing with others.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and nondiscriminatory behaviour and attitudes.
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 they meet the minimum qualifications required.
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.
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.