Introduction

The position is located in the Priority Action Programme “Transition from the informal to the formal economy” (AP/Formalization) under the DDG portfolio. Guided by the Transition from the Informal to the Formal Economy Recommendation, 2015 (No. 204), AP/Formalization will enable coherence and effectiveness of ILO technical assistance to support ILO constituents in designing and implementing integrated strategies for transition to formality leading to transformative change.

Within the framework of Development cooperation projects, the incumbent will provide administrative support for the implementation of the AECID financed project Alianza AECID – OIT para la realización de los objetivos de la Programa de acción prioritario sobre la transición de la economía informal a la formal (GLO/24/50/ESP) with a project implementation phase from December 2023 – December 2026. The administrative assistant will be a member of the AP/Formalization team. The incumbent will work under the technical responsibility of and report to the Senior Technical Specialist, Informal Economy and Decent Work (ILO) and the overall management responsibility of the Director of the AP/Formalization.

Description of Duties

Within the framework of the DC projects the incumbent will undertake the following duties and responsibilities with the main objective to provide administrative support towards the delivery of the projects GLO/24/50/ESP.

1. Carry out administrative operations required for authorizing and effectuating expenditures under all types of funding, including making calculations, preparing the financial transactions in IRIS (Travel authorizations, external collaborator contracts, service contracts, Purchase Orders, travel claims, Purchase Requisitions), checking supporting justifying documents, requesting funds and making payments. Keeping track of delivery of outputs and deadlines for delivery and payments.

2. Assist the CTA of the project with preparing documents for budget estimations, revisions and reporting. This would include calculations and preparation of estimates (i.e. ticket prices and DSA; seminar costs, etc.) and reconciling of documents.

3. Control the accounts of the relevant project regarding allocations and expenditures and make adjustments to optimise utilisation of funds. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.

4. Provide administrative support to meetings and seminars organized in or outside of Geneva. This includes preparing budgets, coordinating travel and lodging of participants, paying DSA, recruitment and payment of resources persons, and drafting relative correspondence.

5. Initiate action for recruitment or transfer of staff, experts and consultants. This includes entering contract information in a database, drafting correspondence and maintaining files. May be asked to verify completeness of work done by external consultants.

6. Brief staff, experts and/or consultants on administrative procedures. Respond to queries from inside and outside the organization. Participate in internal meetings to provide information on administrative matters.

7. Word process a variety of documents (correspondence, reports, tables, presentations, manuscripts) using appropriate software. Corrects syntax, punctuation, and grammar as well as the proper formatting of material and documents prepared by others in conformity with ILO requirements.

8. Create and maintain the filing and reference systems for the project. Establish needs in consultation with professional staff for document specifications and location for easy search and reference purposes. Maintain the unit’s stationery and other basic supplies.

9. Receive, assess and refer telephone and personal enquiries in two languages to the appropriate staff for reply and respond to general enquiries. Make appointments for the Head and professional staff of the projects, receive visitors. Initiate travel arrangements.

10. Undertake, as required, any other task assigned by the supervisor or Director of the AP/Formalization.

Required qualifications

Education

Successful completion of secondary or commercial school.

Experience

At least five years’ of experience in general administration, of which three in the organization.

Languages

Excellent command of two ILO working languages. Speaking and writing Spanish would be an asset.

Competencies

• Knowledge of rules and regulations governing area of specialization (finance).
• Good knowledge of administrative procedures and accounting principles.
• Ability to search and retrieve information from central databases and compile reports.
• Ability to operate computer program and software packages for various administrative actions.
• Good drafting skills.
• Ability to establish and maintain effective relationships with officials at all levels.
• Ability to work accurately with administrative data.
• Ability to use effectively and efficiently word processing software and e-mail communication.
• Knowledge and understanding of ILO rules and practices for the preparation of documents and of the use of filing systems.
• Ability to reply in an appropriate manner to telephone and in-person enquiries.
• Ability to work well with colleagues.
• Ability to organize own work.