Project Support Assistant G4 (50%)

Grade: G4

Vacancy no.: DC/ADG/JSP/GS/2024/01

Publication date: 11 July 2024

Application deadline (midnight Geneva time): 10 August 2024

Job ID: 12163

Department: ADG/JSP

Organization Unit: ADG/JSP

Location: Geneva

Contract type: Fixed Term

Contract duration: 12 months

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 in Switzerland or who currently reside in neighbouring France.

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 Write an email.

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 (50%) is CHF 35,968 yearly.

Introduction

Large mixed migration movements continue to top the global political agenda, as reflected in the 2016 UN New York Declaration, and remain at the forefront of concerns, discussions and collaboration across the multilateral system and beyond. These movements create considerable challenges for countries of first asylum, transit and destination, as well as countries of origin, including through impact on socio-economic environments, such as labour markets of host countries, particularly where these may have already been under pressure and there is high unemployment. The majority of refugee populations are hosted by low- and middle-income countries. As displacement has become increasingly protracted, responses are becoming more focused on durable solutions to support more dignified, inclusive and comprehensive programmes for refugees and the communities that host them to facilitate self-reliance and empowerment and strengthen social cohesion.

In this context, the Government of the Netherlands has launched a new four-year partnership initiative built on the combined strengths, experience and values of specific development and humanitarian organizations to develop a new paradigm in responding to forced displacement crises. The partners include: the Government of the Netherlands, the International Finance Corporation (IFC), the ILO, the UNHCR, UNICEF and the World Bank. The Partnership aims to help transform the way governments and other stakeholders, including the private sector, respond to forced displacement crises – and in particular: (1) to enhance the enabling environment for the socio-economic inclusion of forcibly displaced persons (to mitigate their plight during years of exile and to best prepare them for their return); (2) to enhance access to education and child protection for vulnerable children on the move; and (3) to strengthen the resilience of host communities through inclusive socio-economic development that also benefits forcibly displaced persons.

Within the policy and procedural requirements established by the ILO and the programme, Project Support Assistant will provide administrative support as well as support on budgetary issues by preparing purchase orders and undertaking all financial transactions in compliance with the ILO’s relevant rules and regulations.

Reporting lines: The Project Support Assistant will report directly to the Senior Programme Officer of the PROSPECTS Partnership Programme and will be under the guidance of the PROSPECTS Senior Finance and Administrative Assistant.

Description of Duties

• Draft a variety of standard documents related to project activities (correspondence, tables, presentations, etc.) in conformity with the ILO requirements and using appropriate software.
• Draft standard correspondence with suppliers and reply to queries in relation to different procurement processes.
• Provide administrative and logistical support for meetings, seminars and/or workshops organized in or outside neva under the project. Ensure that venues are in good order for the meetings and keep stocks of materials needed for meetings.
• Maintain files, databases and official records related to project activities up to date. Liaise/request services from other work units inside or outside the office for completion of tasks.
• Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
• Assist in calculating cost estimates and compile documents and materials for missions for external collaborators and participants of meetings, seminars and project-related activities.
• Compile routine financial data and information on technical backstopping, contracts and payments.
• Prepare and process transactions in IRIS including service contracts, implementation agreements, external collaborator contracts, travel requests and other purchase orders.
• Arrange payments of consultants and contractors, and draft payment-related correspondence, ensure follow-up and maintain records. This includes invoices from suppliers, implementing partners and external collaborators.
• Receive visitors and resource persons, provide information, and ensure that rules for access and handling of documents are observed.
• Provide support to different functions in the PROSPECTS global team (programme & operations, M&E, communications and knowledge management) in relation to programme implementation as requested.
• Perform other relevant duties as assigned.

Education

Completion of secondary school education.

Experience

At least three years’ experience providing project administrative, finance and clerical support.

Languages

Excellent knowledge of English and good working knowledge of French.

Competencies

• 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 multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• 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.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also 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 - @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.