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    Senior Operations Assistant - New Delhi / Delhi, India - ILO - International Labour Organization

    ILO - International Labour Organization
    ILO - International Labour Organization New Delhi / Delhi, India

    2 weeks ago

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    OTHER
    Description

    Grade: G6


    Vacancy no: RB/NEWDELHI/G6/2024/03**
    Publication date: 16 April 2024
    Application deadline (midnight IST time): 16 May 2024


    Job ID:
    ** 11817


    Location: New Delhi**
    Contract type: Fixed Term

    Contract Duration: 12 Months (with an extension)

    Organizational Setting
    This position is located in the DWT work unit in the Decent Work
    Technical Support Team/Country Office (DWT/CO) New Delhi.

    This work unit is a center of technical excellence, which supports all countries in South Asia to realize decent work for inclusive growth and sustainable development.


    The DWT covers seven member countries - Afghanistan, Bangladesh, India, Maldives, Nepal, Pakistan and Sri Lanka and (Bhutan - a non-member country).

    The ILO New Delhi Country Office has primary responsibility for the implementation of India Decent Work Country Programme, including technical cooperation activities in India, with regular budget and extra budgetary technical cooperation projects and the supervision of the associated staff.


    Main Purpose


    As a team member, the incumbent provides senior level support with responsibility for performing, completing, and overseeing a range of operational and administrative support services in an efficient, effective and client-oriented manner.

    These relate to the delivery of

    administrative and office support, HR, finance and travel and logistics, and require the use of the enterprise resource planning (ERP) system.

    The incumbent plays a key role, demonstrating considerable judgment, in ensuring transparency in the correct application,
    interpretation and adaptation of established rules, regulations, policies, procedures and guidelines.

    The incumbent evaluates and proposes solutions to difficult situations and provides inputs into the design and development of improved operational support services and delivery processes.

    The position works under the supervision of Deputy Director.

    Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services.

    Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters.

    Work is reviewed for feasibility of recommendations and correctness of end results, and on the handling of complex and intricate operational matters involving the new application or interpretation of policy or affecting other related activities of the work unit.


    Working Relationships


    Internal contacts are with staff and managers in field offices, project locations and headquarters to provide operational and administrative support and guidance for the delivery of services and the resolution of complex issues in compliance with applicable standards.

    The incumbent liaises with diverse organizational units to coordinate, prioritize and follow up on activities.


    External contacts are primarily with counterparts in UN agencies and other international organizations, non-governmental organizations (NGOs), embassies, permanent missions and concerned authorities to coordinate and follow up on pending issues or to obtain clarification, provide guidance on Office practices and procedures and solve administrative-related matters.

    The incumbent also liaises with service providers for the completion of pending issues.

    optional section (only if needed)


    Key Duties and Responsibilities
    In accordance with the needs and priorities of the office where the position is located, the incumbent will provide services from among the following duties:
    1\. Undertake and complete a range of admin. and operational support services encompassing general admin. and office support, HR, finance and travel and logistics. Initiate, process, review and follow up on administrative actions, including
    verifying that information and documentation is in compliance with applicable standards.
    2\. Play a proactive role in the integration and coordination of support services.

    Oversee and guide the work of support staff as required and ensure a smooth flow of office work and information within the work unit and with other units.

    3\.

    Prepare, draft and finalize correspondence including of a non-routine nature requiring research and understanding of administrative, operational and programme matters and knowledge of programme areas.

    Undertake quality control of outgoing documents for
    accuracy of information, grammar and style and compliance with applicable standards. Provide informal translations.
    4\. Initiate, process and follow up on HR administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system. Respond to inquiries and provide general HR-related information
    to staff.
    5\. Participate in the preparation and control of the work unit's accounts regarding allocations and expenditures. Perform operations for authorizing and effectuating expenditures and make adjustments to optimize utilization of funds. Monitoring and reporting

    systems and prepare budget-related reports and statistics to support the preparation of programme and budget and workplan documentation and financial and technical progress reports for donors.

    6\. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements and ensure the timely processing of administrative transactions. Provide guidance and assistance to staff
    relating to arrival, departure and official travel formalities.

    Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.

    7\. Organize and coordinate meetings, workshops and other events. Lead secretarial support and oversee administrative and financial arrangements. Prepare and oversee preparation of documents, presentations, briefing files and related materials. Take minutes
    and follow up on implementation of decisions. Attend and participate in internal and external meetings and workshops in assigned areas of work.
    8\. Ensure the work unit's filing systems are maintained, accessible and efficient. Ensure the update of websites and databases. Design and generate a variety of periodic and ad hoc reports, statistical tables and other background materials.
    9\.

    Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance and deliver training to staff with the view to building knowledge.

    10\. Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery,
    recommending improvements on interrelated processes.
    11\.

    Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.

    12\. Perform other relevant duties as assigned.


    Minimum Requirements

    Education
    Completion of secondary school education. Training in an area related to general administration and office support.


    Experience
    Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.


    Languages
    Excellent command of an official language (English, French, Spanish) of the Organization. Working knowledge of another official language of the Organization or an official national language of the duty station.


    Knowledge and Competencies (technical/behavioural)
    Good knowledge of a range of operational areas.

    Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

    Knowledge of methods and techniques for assessing quality and efficiency of process execution.

    Knowledge of the substantive nature of ILO programmes and activities.

    In addition to the ILO core competencies \[Integrity and transparency, Sensitivity to diversity,
    Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration\], this position requires:


    • Ability to adapt quickly to new software and systems.
    • Ability to coordinate and oversee a broad range of operational activities.
    • Ability to search, retrieve and compile information from a variety of sources.
    • Good drafting skills.
    • Ability to coordinate the work of support staff.
    • Analytical skills and attention to detail.
    • A high degree of discretion with sense of responsibility in dealing with confidential matters.
    • Interpersonal skills, tact and diplomacy when dealing with others.
    • Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes


    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 National Officer positions is subject to specific local recruitment and eligibility criteria.

    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 [](javascript:
    void(0);).


    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.

    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 INR 1,233,499 yearly.
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