Deadline: 05 February, 2022

Location: Cairo, Egypt

The International Labour Organisation (ILO) is seeking to fill the role of Operations Assistant/Assistant to Director.

The mission of the ILO is to promote rights at work, encourage decent employment opportunities, enhance social protection and strengthen dialogue on work-related issues.

Responsibilities

• Provide a range of administrative and/or operational support services
• Contribute to the smooth and efficient functioning of the work unit by evaluating requirements, organising and carrying out work assignments accordingly and proposing improvements to work processes
• Prepare, draft and finalise 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 work unit
• 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 other HR and finance support functions as required
• Process arrangements for the arrival and/or departure of staff, including travel, security clearances, visas, transportation of personal affects and other benefits and entitlements and follow up with concerned authorities as appropriate
• Perform operations for authorising and effectuating expenditures
• Prepare inputs, run reports and extract and compile data to support optimal budget utilisation and preparation of programme and budget and work plan documentation
• 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 work unit’s filing systems are maintained, accessible and efficient
• Update websites and databases
• Gather, consolidate and present information/data on specific topics
• 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 more junior 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

Requirements

• Secondary school education
• Five years, minimum, of general administration and office support experience
• Experience of working with an ERP system
• Knowledge of general office support and operational areas
• Excellent command of an official language (English, French, Spanish) of the organisation
• Working knowledge of another official language of the organisation or an official national language of the duty station

To apply and for more information, click here.

Photo source: Africanrice