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Office Support Assistant - G4


Grade: G4 

Vacancy no.: CAIRO/RBSA/G/2023/02
Publication date: 19 May 2023
Application deadline (midnight Cairo local time): 18 June 2023


Job ID: 10760 
Department: RO-Africa 
Organization Unit: DWT/CO-Cairo 
Location: Cairo   
Contract type: Fixed Term 

Contract duration: ‎1 Year, with a possibility to renew‎ 


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.


1. Introduction

The project addresses the need to promote the care economy in Egypt as a means of supporting women's economic empowerment. The care economy encompasses the provision of unpaid and paid care work. The objective of the project is to “promote and examine the applicability, effectiveness, and validity of several proposed childcare benefit models (at least five models) for providing childcare solutions, providing options for implementation by Egyptian enterprises, and propose innovative mechanisms to promote and support the establishment of nurseries and/or alternative solutions for solving employees’ childcare challenges.” Hence, the project aims to promote gender equality and equal opportunities and treatment through investments in the care economy by building awareness and implementing the recommendations based on the results from available resources from other ILO sister projects on care economy, with geographical focus on Cairo, Alexandria, and Upper Egypt. 
The project fosters the collaboration between ILO and its tripartite constituents, namely, Ministry of social solidarity (MoSS), Ministry of Planning and Economic Development (MPED), the Federation of Egyptian Industries and workers’ organizations. The government plays a key role in promoting policies and programs that support the care economy, while industry and entrepreneurs can invest in the development of care services and technologies.
Promoting the care economy leads to a range of benefits, including:
1.    Tripartite constituents in Egypt (Government and Social Partners and other relevant stakeholders have increased capacities to promote investments in care economy that enhance job creation, working conditions and women’s labour force participation, through social dialogue.
2.    Business service providers increase their capacity to better orient, develop childcare services through inter alia entrepreneurship promotion including specific support to enterprise and job formalization of informal childcare services
3.    Women enhance their skills in childcare and/or business development services as well as have access to fair and decent jobs, including new women-led businesses created in the care economy sector.

2. REPORTING LINE: The incumbent will perform her/ his duties under the overall guidance of the DWT/CO-Cairo Country Director and the direct supervision of the National Project Officer.

Description of Duties

The Financial and Administrative Assistant is expected to perform several tasks, primarily, in relation to the financial portfolio of the project, in addition to providing administrative support in the implementation of activities of the project, as required. The incumbent will work initiate, process, review and follow up on administrative tasks, in accordance with ILO’s financial, procedures, rules and regulations, and relevant policies, The incumbent is expected to undertake a range of administrative and operational functions within the framework of the project’s activities, including the provision of office support on matters related to the overall administration of the project, logistics and travel arrangements. 

1.    Give support in the preparation of events and special meetings (in person or online) and perform all important administrative arrangements to conduct workshops and seminars (getting offers for venues, reservations, and bookings, sending invitation letters to participants, preparation of allowances for participants, preparing acceptance forms and payment memos). 
2.    Perform duties related to procurement of items and preparing all related administrative documents (including getting offers from different suppliers, preparation of selection memos, and addendum memos when needed)
3.    Process all administrative arrangements for official travel, including travel authorizations, hotel booking, flight tickets vias and other required clearances. Maintain and regularly update the project’s travel plan
4.    Maintain files, database and official records related to project activities. Search and select relevant information, and quotations in accordance with standard office procedures 
5.    Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow- up and maintain records 
6.    Register and route mail, correspondence, and other documents. Process outgoing mail ensuring systems for correspondence, documents, publications and/or reference materials. Plan and coordinate the activities of the office’s registry as required 
7.    Respond to routine telephone, email and in-person inquiries or refer to appropriate contact/unit. receive and direct visitors and arrange appointments 
8.    Attend and participate in internal and external meetings and workshops in assigned areas of work.
9.    Provide administrative and financial backstopping and guidance for project staff and consultants, with respect to payments, entitlements, travel claims, and other requirements relating to accounts and finance
10.    Maintain, update, and transmit inventory records
11.    Perform any other duties as assigned by the national programme officer 


Required qualifications


Completion of secondary education.


Minimum of 4 years of general administration and office support work experience. Experience of working with international development organization, including UN agencies, is a significant asset.


Excellent command of English and good working knowledge of Arabic.


  • 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 adapt quickly to new software and 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 and update databases;
  • Ability to work with accuracy and to pay attention to detail; and
  • Excellent oral and written communication skills.
  • Attention to detail in order to identify data discrepancies.
  • A high degree of discretion with sense of responsibility in dealing with confidential matters.
  • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitude

optional section (only if needed)

Candidates assessed by the Panel and considered 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 - - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.



  • Only those candidates that are short-listed for assessment will be contacted.
  • Candidates who pass the interview and have good capabilities as may be recommended by the panel, may get selected for similar positions.
  • The Office reserves to itself the right to appoint candidates at a level below the level of the advertised post depending on their experience.
  • Assessed candidates who will be considered as appointable for this position can also be offered to be assigned on TEMPORARY position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.