Project Support Assistant (50%)

Grade: G4

Vacancy no.: DC/ENTERPRISES/G/2024/01
Publication date: 28 February 2024
Application deadline (midnight Geneva time): 13 March 2024

Job ID: 11728
Department: ENTERPRISES
Organization Unit: SME
Location: Geneva
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 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 [email protected].

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. An initial 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 35,968 CHF yearly.

Introduction

The Project Support Assistant will support the Systems Change Initiative (SCI) project that operates within the ILO’s Small and Medium Enterprises (SME) Branch of the Enterprises Department (ENTERPRISE). Within the Department’s mandate to promote sustainable enterprises, the SCI team seeks to create more productive and more decent jobs in micro and small businesses through market systems and value chain development approaches. It will do this through two avenues: 1.) by supporting the ILO and broader development community to adopt more systemic approaches; and 2.) by working in systemic initiatives throughout the world in the developing country context.

As a member of the SCI project team, the Project Support Assistant provides a variety of support services, completing to help the project operated in an efficient and effective manner. The position will support the SCI project operations through a range of duties, including correspondence preparation, document preparation, compiling project financials, website maintenance, database maintenance, meeting support, travel, and/or registry. The incumbent is required to use standard office equipment and the organisational resource planning and finance system (IRIS) to process transactions. Work is governed by the ILO’s established rules, regulations, policies, procedures and guidelines governing operational areas.

The position works under the supervision of the SCI project manager in the SME Branch. Supervision focuses on the quality and timeliness of the delivery of work assignments, however, the Project Support Assistant will work with some degree of operational independence and will work regularly with the entire SCI team.

Description of Duties

• Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software.
• General office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme.
• Update information on project website and databases. Reply to queries and emails for information.
• Maintain files, databases and official records related to project activities. Search and select relevant information and records for officials upon request.
• 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 colleagues, resource persons and participants of meetings, seminars and project-related activities.
• Compile routine financial data and information for project-related activities. Enter data to classify and code transactions.
• Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
• Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.
• Support the maintenance of the project website by uploading new publications and making basic changes to the webpage.
• Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

At least three years’ experience in general office management and clerical support work.

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.