Organizational Setting

This temporary position is located in the ILO Office for Türkiye, which functions as the diplomatic representation of the ILO in Türkiye vis-à-vis the government, social partners, stakeholders, international community and the general public.

The Office promotes ILO’s core mandate, international labour standards and decent work through different means including policy advocacy, the implementation of development cooperation programmes and projects, joint work with UN agencies and partnerships with national and international development partners.

Main Purpose

As a team member, the incumbent provides senior level support to the Office Director by performing, completing and overseeing a range of operational and administrative support services in an efficient and effective manner. These relate to the delivery of secretariat work, administrative tasks such as  HR, ICT, travel and logistics for the Director.

The incumbent plays a key role in ensuring transparency in the correct application, interpretation and adaptation of established rules, regulations, policies, procedures and guidelines. The incumbent evaluates and proposes solutions to difficult situations and provides inputs into the design and development of improved operational support services and delivery processes.

The position works under the supervision of the Director of the Office. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters. Work is reviewed for feasibility of recommendations and correctness of end results, and on the handling of complex and intricate operational matters involving the new application or interpretation of policy or affecting other related activities of the work unit.

Working Relationships

Internal contacts are with staff in ILO-Ankara, Headquarter and other ILO’ field offices, to provide operational and administrative support and guidance for the delivery of services and the resolution of complex issues in compliance with applicable standards. The incumbent liaises with diverse organizational units to coordinate, prioritize and follow up on activities.

External contacts are primarily with counterparts at the ILO tripartite constituents (government institutions, workers and employers’ organizations), in the UN resident and non-resident agencies in Türkiye, in other international organizations, embassies, and non-governmental organizations (NGOs) as well as in local authorities.

The incumbent also liaises with service providers for the completion of operational tasks.

Key Duties and Responsibilities

In accordance with the needs and priorities of the ILO Office for Türkiye, the incumbent will perform the following:

1. Undertake and complete a range of administrative and operational support services encompassing general secretariat and administration support to the Director, office support as HR back-up, travel and logistics, in compliance with applicable standards.
2. Update and maintain the Director’s agenda. Screen and schedule appointments according to urgency and priority. Coordinate requests from high-level visitors and establish briefing programmes. Receive visitors and respond to in-person, telephone and email inquiries in a timely manner.
3. Prepare, draft and finalize correspondences for the Director while observing quality control of outgoing documents for accuracy purposes.
4. Maintain up-to-date contact lists of ministers, senior government officials, senior leaders of employers and workers organizations, UN agencies, embassies, international organizations, and the development partners.
5. Prepare and maintain the official travel plan of the Director. Make travel and accommodation arrangements, coordinate visa and security requirements and ensure the timely processing of administrative transactions.
6. Organize Director’s meetings in the office and coordinate for his participation in meetings, workshops and other events outside the office through preparation of documents, presentations, briefing notes, files and related materials. Take minutes and follow up on implementation of decisions. Attend and participate in internal and external meetings and workshops when requested by Director.
7. Provide, when needed, translations of official correspondence/documents and interpretation for the Director.

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8. Organize and maintain efficient and up-to-date filing systems for the Director’s Office and ensure their accessibility. Ensure Director’s activities are posted and updated on Office website and social media. 

9. Coordinate the preparation and the timely provision of reports, briefing notes, documents and information provided to Director by staff. Determine priorities and follow up on deadlines with staff and managers as appropriate.

10. Perform other relevant duties as assigned by the Director.

Minimum Requirements

Education

Completion of secondary school education. Training in an area related to general administration and office support.

Experience

Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of an official language (English, French, Spanish) of the Organization.  Working knowledge of another official language of the Organization or an official national language of the duty station.

Knowledge and Competencies (technical/behavioural)

Good knowledge of a range of operational areas.

Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

Knowledge of methods and techniques for assessing quality and efficiency of process execution.

Knowledge of the substantive nature of ILO programmes and activities.

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 adapt quickly to new software and systems.

Ability to coordinate and oversee a broad range of operational activities.

Ability to search, retrieve and compile information from a variety of sources.

Good drafting skills.

Ability to coordinate the work of support staff.

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 non-discriminatory behaviour and attitudes.