Administrative Assistant – International Labour Organization (ILO)

Application deadline (midnight IST) 31 Dec. 2022

The International Labour Organization (ILO) is devoted to advancing opportunities for women and men to obtain decent and productive work in conditions of freedom, equity, security and human dignity. Its main aims are to promote rights at work, encourage decent employment opportunities, enhance social protection and strengthen dialogue in handling work-related issues. In promoting social justice and internationally recognized human and labour rights, the organization continues to pursue its founding mission that labour peace is essential to prosperity. Today, the ILO helps advance the creation of decent jobs and the kinds of economic and working conditions that give working people and business people a stake in lasting peace, prosperity and progress.

Department: RO-Asia and the Pacific
Organization Unit: DWT/CO-New Delhi
Location: New Delhi
Contract type: Fixed Term

Contract duration: 1 year with a possibility of extension

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 India.

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 is INR 935497.00/- yearly, less deductions for pension and medical.

Introduction
Since its outbreak in 2020, Covid-19 has negatively impacted the national economies, employment, and societies across South Asia. Especially the crisis unveiled the weaknesses of the current labour market structure in South Asian countries, where the informal economy is prevalent in all sectors, and most workers and economic units were little or inadequately protected and put in vulnerable situations.

Recognizing the unprecedented challenges, ILO launched “Building Resilience for the Future of Work and the Post COVID-19” in 2021 with the funding support of the Government of Japan, which extended necessary support and protection for the informal workers and economic units in vulnerable situations, especially focusing on women, and promoted their formalization by collaborating with social partners across South Asia. While the project implemented various actions resulting in achieving the intended outcomes, it has also identified a need for continuous support for the informal workers and economic units. Moreover, the need for further enhancement of the capacity of the social partners and coordination mechanisms among the constituents in addressing decent work deficits and gender inequalities in the informal economy and promoting formalization were also recognized. In response, the Government of Japan expressed its plan to continue providing financial support and establish Phase II of the project for sustaining ongoing works in India, Nepal, and Pakistan, which have been identified as higher-priority countries requiring continuing support.

PRS Phase II project will engage to strengthen the capacity of the social partners in implementing measures to address decent work deficits and gender inequalities in the informal economy and promote formalization and gender-responsive COVID-19 recovery. It will also work to enhance the partnership and coordination mechanisms among the constituents for identifying key policy recommendations and action plans and gain more interest and support from the general public and wider stakeholders on the need to support the vulnerability of informal workers and economic units. Through such initiatives, the project aims to contribute to the reduction of decent work deficits and gender inequalities in the world of work, particularly in the informal economy in Nepal, India, and Pakistan.

In the given context, the ILO Delhi office is implementing the project in India to support workers and economic units severely affected by the COVID-19 pandemic by promoting the transition from the informal to the formal economy. ILO Delhi is seeking an Administrative Assistant to coordinate and support the implementation of the project.

Reporting lines:
The Administrative Assistant will perform her/his duties in close collaboration with the Finance, Administration & Personnel team (ADFIN) and the direct supervision of the National Project Coordinator in ILO India. She/He will also work under the overall guidance of the Chief Technical Advisor (CTA) of the project based in ILO Nepal.
 
Required qualifications

Description of Duties

1. Serve as a focal point for coordination of project implementation administrative-support activities, involving liaison with various organizational units in the office to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.

2. Provide general office assistance, handle administrative tasks, and advise staff concerning administrative procedures and processes, including project-related missions and activities, budget preparation, travel coordination and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars. Clear outgoing documents for conformity with established procedures and accuracy of statements.

3. Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office. Update information on web sites.

4. Liaise with concerned ministries, ILO constituents, implementing agencies and social partners (organizations of employers and employees) if and when needed. Maintain their up-to-date directories.

5. Organise, coordinate and provide logistical support to meetings, workshops, seminars and other events conducted by the project, draft minutes of meetings, contribute to drafting project reports and communication pieces. Assist in translation.

6. Assist in the review of financial reports of project implementing partners, ensuring compliance with ILO rules and conformity with the budget and financial requirements of the project, before submitting to the Finance Unit.

7. 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.

8. Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions.

9. Prepare background information, working papers and tables for briefing and review sessions by identifying and consolidating data and relevant information on development and/or subject matter activities of the area, if and when needed.

10. Perform other duties as assigned by the supervisor and ADFIN team.

Education Completion of secondary education. First level of university degree is desirable.

Experience
At least five years of relevant work experience. Similar experience with the United Nations Common System or an international organization is desirable. Experience in handling matters of financial importance is desirable.

Languages
Excellent knowledge of the English and Hindi.

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.
• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
• Accuracy and ability to pay attention to details.
• Ability to search and retrieve information from databases and compile reports.
• Ability to adapt quickly to new software and systems.
• Excellent oral and written communication skills.
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
• Ability to deal with confidential matters with discretion.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
• Interpersonal skills, tact and diplomacy when dealing with others.

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.

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.