Grade: G6
Vacancy no.: BEY/DC/2024/07
Publication date: 11 March 2024
Application deadline (midnight local time): 25 March 2024
Job ID: 11749
Department: RO-Arab States/DWT-Beirut
Organization Unit: RO-Arab States/DWT-Beirut
Location: Beirut
Contract type: Fixed Term
Contract duration: Until December 2025, renewable subject to availability of funds
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 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.
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. 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 51,485 (USD) yearly.
As a team member, the incumbent provides a range of specialized programming and administrative support services for the coordination of programme and/or project implementation activities, including through the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level and in an efficient, effective, and client-oriented manner. The incumbent applies the principles of results-based management (RBM) and ensures the correct application of established rules, regulations, policies, procedures and guidelines.
Reporting Lines:
Under the supervision of the Chief of the Regional Programming Unit (C/RPU) the incumbent provides senior level programming support and technical assistance to decent work team and DC project colleagues. The incumbent will work closely with the Finance colleagues as well as colleagues in headquarters (PROGRAM< BUD/CT and Partnerships in particular).
General Administration and operation
1. Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
2. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
3. Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by supervisor.
4. Maintain, contact and liaise with concerned technical units at Headquarters, ILO constituents, social partners’ organizations and UN agencies, to discuss planned activities and resolve sensitive matters.
5. Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.
6. Brief and assist international staff, experts and consultants on all aspects of administration-related matters. Provide interpretation of administrative rules, regulations and procedures.
7. Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.
8. Prepare background information, detailed cost estimates, and periodic and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections, as required. Provide information upon request.
9. Carry out all operations required for expenditures various sources of funding in particular Regular Budget for technical cooperation, RBSA, and development cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments.
10. Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
11. Provide guidance and supervise the work of junior administrative and/or other support staff.
12. Perform other relevant duties as assigned.
13. Coordinate RBTC Office modalities based on technical guidance and produce regular report and analysis for management decision.
Completion of secondary school education and formal training in relevant administrative area.
At least seven years of progressively responsible administrative work with supervisory experience.
Excellent knowledge of English and good working knowledge of Arabic.
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: