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Administrative Assistant - G4 (DC)

 

Grade: G4  

Vacancy no.: BEY/DC/2019/44
Publication date: 29 November 2019
Application deadline (midnight local time): 15 December 2019

 

Job ID: 2015 
Department: RO-Arab States/DWT-Beirut 
Organization Unit: RO-Arab States/DWT-Beirut 
Location: Amman   
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. The ILO may only offer a contract to persons who have a valid residency status and work permit in Jordan

 

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 JOD 12,422 yearly.

Introduction

 

The MSSRP is an additional financing project for previous municipal programme that entails a scale up and a restructuring aimed at continuing the support to deliver municipal services in communities that are hosting large numbers of Syrian refugees. And will be financed through funding being provided to the World Bank through Multi-Donor Trust Fund.

The development objective of the ILO in the MSSRP is to help Jordanian municipalities address the service delivery impacts of the Syrian refugee influx and support investments that generate jobs and improve social and economic conditions of host communities (which is consistent with the development objective of the MSSRP).

 
Under the overall responsibility of the ILO Country Coordinator for Jordan and the direct supervision of the MSSRP National Project Coordinator,, the Administrative Assistant will perform the following tasks:

Description of Duties

General Administration

  • 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 back-up support in making arrangements for internal/external meetings, seminars and other events organized in and outside Geneva. This may require activities such as the implementation of logistics, 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.
  • Provide secretarial and administrative support to meetings and seminars organized under the project at national and/or at regional levels which includes arrange briefing and appointments, prepare welcome letters and respond to routine requests for information. Ensure that travel administrative arrangements are in order including issuance of travel authorization, ensuring visas and security clerance
  • Liaise/Request services from other work units inside or outside the office for completion of tasks.
Required qualifications
Education

Completion of secondary school education.

Experience

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).

Languages

Excellent knowledge of the working language of the duty station, and good Knowledge of one working language of the Office (English, French, Spanish).

Competencies

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:

 

  • Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
  • Ability to use the tools needed to perform the activities of the position, e.g. spreadsheets and record systems.
  • 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;

 

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.