Administrative Assistant

Administrative Assistant

Grade: G5

Vacancy no.: BEY/DC/2022/28
Publication date: 12 August 2022
Application deadline (midnight local time): 02 September 2022

Job ID: 9263
Department: RO-Arab States/DWT-Beirut
Organization Unit: RO-Arab States/DWT-Beirut
Location: Amman
Contract type: Fixed Term

Contract duration: One year, 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:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates*

*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 Amman.

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 [اضغط هنا لمشاهدة البريد اﻹلكتروني].

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 16,767.- JOD yearly.

Introduction

The BMZ (through KfW)-funded Employment Intensive Investment Program (EIIP) in Jordan started in 2016 with the objective of providing employment to Syrian refugees and host Jordanian communities. Since then the project has expanded its focus from employment creation to the construction and maintenance of public infrastructure and the skills development of beneficiaries to improve their employability in the Jordanian labour market, while continuing the local economic benefits of large scale employment following the principles of decent work.

The programme in its sixth phase under Outcome 2 ‘Improved perspectives for longer term employment and income of Syrian refugees and vulnerable Jordanians’ will implement activities related to skills development (vocational training, work-based learning etc.) and entrepreneurship training.

The Administrative Assistant will directly report to the Administrative Finance Officer in Amman, under the overall guidance of the Chief Technical Advisor. S/he will also closely coordinate with the Regional Administrative services in the regional office for Arab States (ROAS), Beirut.

The incumbent will perform the following tasks:

Description of Duties

1. Serves as focal point for administrative coordination of project implementation, involving liaison with Field Offices and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.

2. Provide general office assistance, handles routine administrative tasks, advice and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.

3. Prepare background information, working papers and tables for briefing and review sessions by collecting data and relevant information on development and/or subject matter activities of the area or region. Clear outgoing documents for conformity with established procedures and accuracy of statements before being signed by the supervisor.

4. Compiles, summarizes and enters data on project delivery; drafts related status reports, identifying shortfalls in delivery and brings them to the attention of management.

5. Develop, maintain and update relevant project and technical cooperation information system and database. Record/register/control plans on the status of projects at each project cycle and programming activities for monitoring and evaluation purposes.

6. Prepare background material, working papers and tables for briefing and review sessions.

Description of Duties (continued)

7. Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office and the UN and the country of the duty station.

8. Liaise with concerned ministries, ILO constituents, implementing agencies and social partners (organizations of employers and employees) for required clearances. Maintain their up-to-date directories.

9. Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/or minutes at meetings.

10. Assist the supervisor in monitoring and maintaining a central filing system for all financial records ensuring the completeness and accuracy of records in the correct database.

11. 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. Maintain custody of the petty cash account and make payments of approved transaction.

12. Advise, respond, make arrangements and solve problems for the procurement, shipment and receipt of project supplies and equipment, including customs clearance. Issue shipping instructions to forwarding agents and suppliers, check shipping documentation, and determine and prepare insurance coverage. Prepare notification of dispatch and verify invoices.

13. Maintain, update and transmit inventory records.

14. Carry out all operations required for authorizing and effectuating expenditures under project budget which includes making calculations, requesting funds, checking supporting justifying documents and making payments.

Required qualifications
Education

Completion secondary school education.

Experience

At least five years of relevant work experience. Similar experience with the United National Common System or an International Organisation is an advantage.

Languages

Excellent knowledge of English and good knowledge of Arabic

Competencies

• Proven ability to use word processing software and email.
• Ability to use other software packages as required by the project.
• Proven typing abilities.
• Thorough knowledge of modern office procedures.
• Thorough knowledge of clerical practices and procedures and knowledge of administrative practices and financial rules.
• Knowledge of the subject matter and programme served.
• Knowledge of in-house procedures for the preparation of documents and administrative forms and for the creation and maintenance of filing systems.
• Knowledge of protocol.
• Ability to reply in an appropriate manner to telephone and in-person inquiries.
• Ability to work well with colleagues.
• Ability or organise own work.
• Ability to obtain services from other work units inside or outside the project office for completion of tasks.
• Ability to search and retrieve information from databases and compile reports.
• Ability to respond to requests from officials from government offices, Ministries, ILO constituents and NGOs.
• Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority.
• Ability to deal with confidential matters with discretion.

optional section (if needed)

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.

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