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Project Assistant - GS4 (DC)
International Labour Organization (ILO)
Grade: G4, General Support
Job Expired
Expired
Added 1 month ago
Job Description

Grade: GS-4

Vacancy no.: BRASILIA/DC/G4/2021/167
Publication date: 22/06/2021
Application deadline (midnight Brasilia time): 30/06/2021

Probable date of written test: 12/07/2021

Probable date of interview: 23/07/2021

Probable date to start the contract:15/09/2021

Job ID: 6403
Department: RO-Americas
Organization Unit: CO-Brasilia
Location: Brasilia-Brazil
Contract type: FT

Contract duration: 1 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 and work permit in Brazil.

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.

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*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 BRL 101.476,52 yearly.

Introduction

In 2016, the ILO and the Labour Prosecutor’s Office MPT) established a Development Cooperation Agreement that has as main objective the development of actions to promote the decent work in Brazil.

Under this Cooperation Agreement, the project “Preventing and Tackling Slave Labour and Child Labour in the State of Minas Gerais” which expects to reduce the social vulnerability to slave labour and child labour in the selected area was approved.

In partnership with the Labour Prosecutor’s Office in Brazil - MPT, the ILO Brasilia Country-Office will develop the main outcomes of this Project:

Outcome 1. Knowledge base on slave labour and child labour in the state of Minas Gerais expanded.

Outcome 2. Relevant social actors informed and aware on the need to improve working conditions in the coffee supply chain.

Outcome 3. Networks to prevent and combat slave labour and child labour strengthened.

The Project “Preventing and Tackling Slave Labour and Child Labour in the State of Minas Gerais” is implemented under supervision of the Coordinator of Fundamental Principles and Rights at Work (FPRW) Programme in the ILO office in Brazil.

Reporting lines

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Under the supervision of the Project Coordinator as well as with the Programme and Operations Units of ILO Brasilia Office, the Project Assistant will be responsible for supporting the execution of administrative/finance activities undertaken within the framework of the mentioned Project. The Administrative Assistant will be the main preparer in the ILO’s business operations system IRIS and other ILO managerial systems.

Description of Duties

  1. Assist in the preparation of cost estimates, collecting the necessary data and filling out the corresponding forms.
  2. Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software.
  3. Provide secretarial and administrative support in/for meetings, seminars and/or workshops organized under the project at national and/or regional levels. This may include making logistics arrangements, preparation of invitation letters and the typing, compilation and distribution of working documents and other material.
  4. Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request.
  5. Liaise/Request services from other work units inside or outside the office for completion of tasks.
  6. Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, visas, identity cards, driving licenses, security and other required clearances.
  7. Compile, calculate and prepare cost estimates and prepare documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.
  8. Prepare routine financial data and statements for the project-related activities. Enter data into computer by classifying and coding transactions.
  9. Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations.
  10. Maintain and update programme and project databases and filing system on the project. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
  11. Perform other duties as assigned by the supervisor.
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Required qualifications

Education

Completion of secondary school education. Technical or university level courses in an administration, accounting and finance would be an advantage.

Experience

Four years general clerical experience. Practical experience on standard office software packages and email required by the work unit.

Languages

Excellent knowledge of the duty station working language: Portuguese and basic knowledge of one working language of the Office: English or Spanish.

Competencies

Behavioural Competencies required:

Integrity and transparency, Sensitivity to diversity, Orientation to learning & knowledge sharing, Communication, Client orientation, Orientation to change, Takes responsibility for performance, Quality orientation and Collaboration.

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Technical Competencies required:

  • Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
  • Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
  • 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 file system;
  • Ability to compose correspondence and correct documents in accordance with established standards;
  • Accuracy and ability to pay attention to details;
  • Customer service experience in order to provide courteous, prompt and efficient responses to internal clients;
  • Understanding of principles of non-discrimination and gender equality.
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optional section (if needed)

Technical Competencies to be developed during the contract :

  • Knowledge of rules and procedures related to the various components of the project and programme area.
  • Knowledge of the ILO office’s operations.
  • Develop an excellent command at least in one of the ILO official language.

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.

Applicants will be contacted directly if selected for a written test and/or an interview.

The ILO values diversity among its staff. We welcome applications from qualified persons, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to hrd_brasilia@ilo.org.

Due to the pandemic the ILO will use communication technologies such as Teams, Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including technical tests or interviews.

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.

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