Introduction

The International Labour Organization (ILO) plays a key role in advancing decent work solutions in contexts of displacement and return across Syria and neighbouring countries. In host countries, its interventions focus on expanding access to decent work and supporting socio-economic development. In Syria, the ILO contributes to creating the conditions for sustainable returns by supporting reintegration and promoting socio-economic recovery.

Guided by Recommendation No. 205 on Employment and Decent Work for Peace and Resilience, the ILO implements a comprehensive forced displacement and return programme that bridges humanitarian, development, and peacebuilding efforts through the Humanitarian–Development–Peace (HDP) Nexus. This programme promotes inclusive and sustainable reintegration by combining policy reform, institutional strengthening, and interventions that generate employment, enhance social protection, and formalize livelihoods for returnees, internally displaced persons (IDPs), and local communities.

Key initiatives under this programme include:

• The PROSPECTS Partnership, funded by the Government of the Netherlands and jointly implemented with UNHCR, UNICEF, IFC, and the World Bank. In the Arab States, the project covers Jordan, Lebanon, Iraq, and Syria. It contributes to the empowerment of refugees in the host countries, returnees, and vulnerable local communities through interventions that promote decent work.

• The Joint Durable Solutions Project, funded by the European Union and jointly implemented by UNHCR, IOM, and ILO, covers Lebanon and Syria. It seeks to strengthen resilience and create conditions for safe, voluntary, and dignified returns through integrated support for livelihoods, skills development, and employment-intensive recovery.

Together, these programmes contribute to rebuilding livelihoods, strengthening labour market institutions, enhancing skills systems, and revitalizing micro, small, and medium-sized enterprises (MSMEs) in Syria and in the host countries. They are implemented in close coordination to ensure a coherent, cross-border approach to return and reintegration, aligned with the ILO’s Programme of Support for Syria and its broader mandate to promote decent work, social justice, and inclusive recovery.

The incumbent will support the implementation of the Durable Solutions programmes in Syria by providing administrative, financial, and operational assistance in accordance with ILO rules, regulations, policies, and procedures. Key duties include supporting budget monitoring, processing administrative and financial actions, managing procurement and logistics, maintaining project documentation, and coordinating day-to-day operational tasks. In close collaboration with programme, finance, and operations teams, the role contributes to the smooth delivery of project activities through timely follow-up, accurate record-keeping, and reliable administrative support.

Reporting lines:

The incumbent will report to the Project Technical Officer. The incumbent will work in close collaboration with the Finance, Administration, and Procurement Officer for Durable Solutions project.

Description of Duties

1. Maintain the programme financial records and monitoring systems to record and reconcile expenditures, balances, payments, statements and other data for daily transactions and reports.

2. Prepare all documentation, including contracts, and ensure correctness and accuracy for financial clearances and payments.

3. Address and answer queries and follow-up as necessary with project and ILO staff, consultants and counterparts. Draw the attention of concerned officials to matters requiring immediate attention.

4. Review and request additional information on the financial reports of project implementing partners, ensuring compliance with ILO rules and donor requirements before submitting to the Finance Unit.

5. Provide administrative and financial backstopping support and guidance to ILO staff and consultants with respect to payments, entitlements, travel claims and other requirements relating to accounts and finance.

6. Liaise with relevant units inside and outside the office to ensure timely completion of administrative and operational tasks.

7. Consult with Programme Finance Officer and Project Technical Officer on rules, regulations and procedures, and inform project staff, partners and consultants of new or revised procedures and practices.

8. Update and maintain project financial tracking tools for project expenditures, commitments, and administrative actions, and follow up on pending items.

9. Assist in preparing donor reports, budget preparation, audits and donor verification missions.

10. Support the procurement of the project goods, services, and consultancies, in line with applicable procedures.

11. Provide general office management and administrative and logistical and protocol support for events, meetings, seminars, workshops, and other project activities. Draft official correspondence and admin notes in English and Arabic.

12. Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials. Take notes and/or minutes at meetings.

13. Provide administrative and logistical arrangements for official travel, including travel transportation authorizations booking, visas, security clearances, and related documentation.

14. Monitor and evaluate administrative activities to ensure that the ILO programme is running smoothly and that administrative functions are being completed effectively.

15. Maintain accurate and well-organized filing and archiving systems for financial, administrative, and operational documents, ensuring easy retrieval and full compliance with audit and reporting requirements.

16. Perform other relevant duties as assigned.

Required qualifications

Education

At least five years of relevant experience in the area of administrative and financial support.

Experience

At least five years of relevant experience in the area of administrative and financial support.

Similar experience with the United National Common System and/or International Organisation is an advantage.

Languages

Excellent knowledge of English and Arabic.

Competencies

• Knowledge and understanding of a complex body of financial and administrative rules, guidelines and procedures.
• Good analytical skills.
• Ability to reason and make sound judgements.
• Ability to maintain financial records and prepare accounting reports and statements.
• Demonstrate responsible behaviour and ability to pay attention to detail.
• Ability to deal with confidential matters with discretion.
• Display high standards of ethical conduct.
• Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (i.e. IRIS – UNGM - Jagger).
• Ability to evaluate correspondence and inquiries for best course of action.
• Ability to respond to work related inquiries in an appropriate manner.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to communicate effectively both orally and in writing.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
• Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
• Ability to respond to requests from officials from government offices, ministries, ILO constituents and NGOs.
• Organizational skills.
• Ability to deal with people with tact and diplomacy.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

optional section (if needed)

Candidates assessed by the Panel and considered to be eligible for appointment, but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.