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Operations Assistant - G5 (DC)

 

Grade: G5  

Vacancy no.: BEY/DC/2019/42
Publication date: 29 November 2019
Application deadline (midnight local time): 13 December 2019

 

Job ID: 2039 
Department: RO-Arab States/DWT-Beirut 
Organization Unit: RO-Arab States/DWT-Beirut 
Location: Erbil   
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 Iraq.

 

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 USDollars 19,737 yearly.

Introduction

The private sector in Iraq is underdeveloped due to the economy’s heavy reliance on oil exports (99% of all exports), an abundance of cheap imports, and competition from state-owned enterprises. Private sector development is a central government priority, but a lack of productive investment in the formal private sector has resulted in inadequate creation of decent jobs for Iraq’s growing labour force. The need to promote entrepreneurship among Iraqis, including women and youth, and build the national capacity for the provision of non-financial business development services (BDS) and financial literacy were depicted as priority areas of intervention in the transition to sustainable employment. In facts, during the last few years and within the framework of the transition from the humanitarian response to a more development-oriented phase; a number of projects funded by foreign governments and international agencies, targeting livelihoods and MSME development, have already been providing BDS. These services however were not needs based and remained mostly generic in nature without being provided in a common and standardized manner.

It is against this backdrop that the GIZ-funded project entitled “Improved business development support services targeting MSMEs for the creation of Decent Work opportunities in KR-I” was developed and focuses on strengthening the provision of needs-based standardized business support services and financial literacy. The project will introduce and institutionalize the ILO Start and Improve Your Business (SIYB) programme and its financial literacy/inclusion package in selected local and national partners who in turn will provide these quality support services to existing and potential Iraqi/Kurdish entrepreneurs.

Under the direct supervision of the Technical Officer in the GIZ funded project in KR-I and the overall guidance of the ILO-ROAS Enterprise Development Specialist; the Operations Assistant will work will be based in the ILO project office in Erbil/Iraq.and perform the following tasks:

Description of Duties

As a team member, the incumbent provides a range of operational and administrative support services in an efficient, effective and client-oriented manner to ensure the smooth implementation of the GIZ-funded project. These relate to the delivery of administrative and office support, HR, finance and travel and logistics and require the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level, requiring correct application of established rules, regulations, policies, procedures and guidelines to recommend an appropriate course of action in the assigned area(s).

  • Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the project by evaluating requirements, organizing and carrying out work assignments accordingly .
  •  Prepare, draft and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. Provide informal translations.
  • Maintain the official travel plan of the project staff. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions.
  • Initiate, process and follow up on HR and finance administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system.
  • Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of project budget and workplan documentation.

 

Description of Duties (Cont'd)
  • Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions.
  • Ensure the project’s filing systems are maintained, accessible and efficient Gather, consolidate and present information/data on specific topics as required by project staff.
  • Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. Provide guidance to project staff, as required on applicable standards and work procedures.
  • Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
  • Perform other relevant duties as assigned.
Education

Completion of secondary school education.

Experience

Minimum of five years of general administration and office support work experience. Experience of

working with an enterprise resource planning (ERP) system

Languages

Excellent command of written and spoken English and Arabic. Working knowledge of Kurdish is a must.

Competencies
  • Knowledge of general office support and operational areas.
  • Awareness of the nature of ILO programme and activities.
  • Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

 

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.