Administrative Assistant

Job Description

Grade: G6Vacancy no.:BEY/DC/2022/16Publication date: 26 July 2022Application deadline (midnight local time): 10 August 2022Job ID: 8974Department: RO-Arab States/DWT-BeirutOrganization Unit: RO-Arab States/DWT-BeirutLocation: AmmanContract type: Short TermContract duration:6 monthsUnder 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.The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.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 is20,280.- JOD yearly.IntroductionThe incumbent will support the following three projects:(1) Support to the MSSRP(2) Decent Jobs for Cultural Heritage(3) Towards a more inclusive economy through immediate job generation and enterprisedevelopmentReporting lines: Under the general supervision of the Coordinator of Jordan DWCP in Amman and the projects coordinators, the incumbent will perform the following tasksDescription of DutiesGeneral Administration

• Collect information from records and reports, compile socioeconomic or otherrelevant data to prepare background information, reports, and tables on programme andproject activities as required. Participate in project activities and needs identification andprioritization. Assist with project design and workplan development.
• Advise and assist project staff with office management and administrative supportservices. Provide interpretation of administrative rules, regulations and procedures. Maketravel and hotel reservations, prepare travel authorizations and assemble informationpertinent to the purpose of travel.
• Participate in the organization of special meetings and coordinate all importantadministrative arrangements for conducting workshops/seminars, trainings under thecountry programme outcomes.
• Review all incoming correspondence which requires action by the supervisor; review it for substance, identify urgent matters and ensure that these are handled expeditiously; determine which can be answered by specific project personnel; gather necessary background documentation for correspondence requiring action by the supervisor; make recommendations regarding the appropriate action to be taken; monitor that deadlines for responses are met; follow up with various project personnel and other organizational unites/entities on the submission of reports and correspondence.
• Coordinate extensively with relevant services units in the field and liaises frequently with team members to support the administrative activities linked to the project.
• Prepare periodic administrative statistics, reports and correspondence. Prepare, on own initiative, correspondence, reports, evaluations and justifications as required on general administrative or other related tasks including those of a confidential nature.
• Brief and assist international staff, experts and consultants on all aspects of administration related matters such as the internal coordination, documentation and communication structures, including key managerial practices and standards. Provide interpretation of administrative rules, regulations and procedures.

Description of Duties (Continued) Finance/Procurement

• Prepares draft contracts with necessary supporting documents, keeping control over their implementation and filing the relevant materials, collection of price offers from suppliers, preparation of proposals for purchase of office supplies and equipment. Arrange control of distribution and maintenance of inventory records.
• Prepares background information, detailed cost estimates, monthly, quarterly and ad hoc reports for use in programme and budget preparations. Participate in budget analysis and projections as required and assists the project managers in planning, preparing and monitoring the project?s use of funds.
• Carries out all operations required for expenditures under technical cooperation funding, ensuring the most rational use of the funds. This includes making calculations, requesting funds, checking supporting justifying documents and making payments, Verifies cash transaction, cash balances, bank statements. Ensure that all movements via bank are supported by bank receipts.
• Lead the revisions and/or updates of the budget, prepare the revised or updated documents for approval by the supervisor, and interpret existing financial regulations, rules and policies related to contributions and provide advice on complex and sensitive issues to internal and external counterparts, provide input to process improvements.
• Monitors accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft for own signature administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.
• Perform other tasks as required by the supervisor.

Required qualificationsEducationCompletion of secondary school education, supplemented by technical or university level courses in a field related to the work of the organization.ExperienceSix years of progressively responsible clerical and administrative work. Relevant professional experience with supervisory role. Similar experience with the United Nations Common System or an international organization is desirable. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Experience of dealing with confidential matters with discretion. Knowledge of the relevant project and programme area and the Office?s operations would be ideal.LanguagesExcellent knowledge of English and ArabicCompetenciesAmong nine ILO core competencies, following competencies are particularly important for thisposition:Quality Orientation, Communication, Collaboration Integrity and Transparency, Client Orientation.Others:

• Good knowledge of the purpose and functions of the technical programme and data as well asother offices and sectors which interact with the programme.
• Good knowledge of programme planning, implementation and evaluation principles, practicesand procedures.
• Good administrative skills to provide programming support.
• Ability to reason and make sound judgements.
• Ability to work under pressure. High standards of ethical conduct and honesty.

.Candidates assessed by the Panel and considered to be 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 processPlease 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 warningThe 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.

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