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Administrative Assistant - G6 (DC)

OPEN TO ETHIOPIAN NATIONALS ONLY

Grade: G6  

Vacancy no.: DC/ABIDJAN/GS/2019/15
Publication date: 30 September 2019
Application deadline (midnight Addis Ababa time): 29 October 2019

 

Job ID: 1862 
Department: RO-Africa 
Organization Unit: RO-Africa 
Location: Addis Ababa   
Contract type: Fixed Term 

Contract duration: One year 


 

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.

 

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. .

Introduction

 

The International Labour Organization (ILO)’s strategy on labour migration and mobility in the African region is guided by its International Labour Standards (ILS) and Decent Work Agenda, and implemented in close collaboration with the World of Work actors (Ministries of Labour and workers’ and employers’ organisations from the 54 African countries) and other relevant stakeholders. ILO’s rights-based approach takes into consideration labour market needs and covers all migrant workers irrespective of nationality and immigration status and aims to achieve fair migration and decent work outcomes for all migrant workers and refugees or other forcibly displaced persons.

 

ILO’s labour migration and mobility strategy in Africa is steered by the following global policy frameworks:

 

1. The 2017 International Labour Conference’s Resolution and Conclusions on Fair and Effective Labour Migration Governance and its follow-up Plan of Action;
2. ILO’s 2016 Guiding principles on the access of refugees and other forcibly displaced persons to the labour market;
3. ILO’s 2016 General Principles and Operational Guidelines for Fair Recruitment;
4. ILO’s 2014 Fair Migration Agenda;
5. ILO’s 2006 Multilateral Framework on Labour Migration;
6. The 2004 International Labour Conference’s Resolution and Conclusions concerning a Fair Deal for Migrant Workers in a Global Economy and its follow-up Plan of Action.

 

The AU-ILO-IOM-ECA Joint Programme on Labour Migration Governance for Development and Integration (better known as the Joint Labour Migration Programme, or JLMP) in Africa is a long term joint undertaking among the four organizations in coordination with other relevant partners operating in Africa, development cooperation actors, social partners, private sector organizations and civil society representatives. It is the instrument dedicated to the implementation of the 5th Key Priority Area of the Declaration and Plan of Action on Employment, Poverty Eradication and Inclusive Development which was adopted by the Assembly of Heads of States and Governments (AU/Assembly/AU/20(XXIV)/Annex 3, January 2015) in Addis Ababa, Ethiopia. Its strategy focuses on intra-African labour migration and supports achievements of the First 2023 Ten Year Plan of the African Union (AU) Agenda 2063 and of the Sustainable Development Goals (SDGs) recently adopted by the UN. In addition, the JLMP is a critical instrument for implementing the Revised Migration Policy Framework for Africa (MPFA) and Plan of Action (2018-2030) adopted by the AU Executive Council on 25-26 January 2018 in Addis Ababa.

 


The JLMP Priority Implementation Actions (JLMP Priority) is a three-year project implemented by the AUC in partnership with ILO and IOM and focussing on the implementation of some key components of the broader JLMP.

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This project foresees a series of coordinated and simultaneous interventions implemented across two main thematic domains: governance and operational implementation. The governance domain addresses the critical need to develop in concert the four cardinal pillars of labour migration governance: 1) laws and regulatory frameworks based on international human rights including labour rights, 2) viable and comprehensive labour migration policies developed in coherence across various sectors such as employment, migration, and education and overall development, 3) strengthening labour market institutions responsible for labour migration governance and 4) engaging stakeholders in a comprehensive and integrated “whole of government approach” involving “World of Work” actors (Ministries of labour, and employers and workers’ organizations), and other Ministries (e.g. the Ministry of Foreign Affairs), and the civil society, and cooperation among the main employment and labour market institutions as well as diaspora associations, migration organizations and associations, academia, etc. In addition, coherent actions should be pursued at all levels of governance - the national, regional and international.

 

The operational implementation component covers key inter-dependent technical operational areas: decent work including social protection for migrant workers and their families with effective application of labour standards, addressing the key constraints of skills shortages and increasing recognition of qualifications, and obtaining relevant and comparable labour migration and labour market data and knowledge for governance of labour migration and protection of migrants. Each of these reflects a specific area of standards, policies and technical competences, each addresses distinct constellations of stakeholders, and each intersects with different international actors and distinct migration, employment and labour market institutions.

 

Reporting Lines 

Under the overall responsibility of the ILO Country Office Director for Ethiopia,  the Finance and Administrative Assistant will report and work under the direct supervision of the National Project Coordinator.

 

Description of Duties

 

In accordance with the needs and priorities of the project where the position is located, the incumbent will provide services from among the following duties:

 

  1. Undertake and complete a range of administrative and operational support services encompassing general administration and office support, HR, finance and travel and logistics. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with applicable standards.
  2. Play a proactive role in the integration and coordination of support services.
  3. Prepare, draft and finalize correspondence including of a non-routine nature requiring research and understanding of administrative, operational and programme matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards. Provide informal translations.
  4. Initiate, process and follow up on HR administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system.
  5. Participate in the preparation and control of the work unit’s accounts regarding allocations and expenditures. Perform operations for authorizing and effectuating expenditures and make adjustments to optimize utilization of funds. Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support the preparation of programme and budget and work plan documentation and financial and technical progress reports for donors.
  6. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements and ensure the timely processing of administrative transactions. Provide guidance and assistance to staff relating to arrival, departure and official travel formalities. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.
  7. Organize and coordinate meetings, workshops and other events. Lead secretariat support services and oversee administrative and financial arrangements. Prepare and oversee preparation of documents, presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. Attend and participate in internal and external meetings and workshops in assigned areas of work.
  8. Ensure the work unit’s filing systems are maintained, accessible and efficient. Ensure the update of websites and databases. Design and generate a variety of periodic and ad hoc reports, statistical tables and other background materials.
  9. Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance and deliver training to staff with the view to building knowledge.
  10. Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
  11. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
  12. Perform other relevant duties as assigned.
Required qualifications
Education

Completion of secondary school education supplemented by technical or university level education in accounting and/or finance and administrative field.

Experience

Six years of progressively responsible financial and administrative work, and some training in an administrative field. At least two to three years’ work experience supporting technical cooperation projects focusing on the ILO Decent Work thematic areas migration, employment, social protection, social dialogue, rights at work.

Languages

Excellent knowledge of English and a good working knowledge of Amharic

Competencies
  • Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems;
  • Ability to work with word processing and spread sheet software, as well as computer software packages required for work;
  • Ability to work in stakeholders engagement and communications (organization of events, preparation of media briefs, press reviews, etc.);
  • Knowledge of financial and administrative management processes, experience with financial rules and procedures. Knowledge of operations in an UN organization would be an advantage;
  • Ability to work in a team and to work under pressure;• Ability to deal with confidential matters with discretion;
  • Must display high standards of ethical conduct;
  • Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office;
  • Ability to evaluate correspondence and inquiries for best course of action;
  • Ability to respond to work related inquiries in an appropriate manner;
  • Ability to organize own work; and
  • Must demonstrate responsible behaviour 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 non-discriminatory behaviour and attitudes.

 

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.