Organization: ILO – International Labour Organization
Location: Ankara
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Operations and Administrations
Administrative support
Project and Programme Management
Closing Date: 2024-10-15
Grade: G6
Publication date: 01 October 2024
Application deadline (midnight local time): 15 October 2024
Vacancy no.: ANKARA/DC/GS/2024/05
Job ID: 12440
Department: RO-EUROPE
Organization Unit: CO-ANKARA
Location: Ankara
Contract type: Fixed Term
Contract duration: 12 months with possible extension
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 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 ilojobs@ilo.org.
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.
*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.
In order to support the best informed process in the filling of the above-mentioned vacancy, 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.
Conditions of employment
In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade.
Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
Any extension of contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.
Introduction
The position will be funded under the Development Cooperation project “Workplace Compliance through Labour Inspection Guidance and Social Dialogue (WPC)”. The project is funded by the EU and linked to CPO TUR 158 (Outcome 1 -Strong Tripartite Constituents and Influential and Inclusive Social Dialogue and Outcome 7- Adequate and Effective Protection for All).
The overall objective of the project is to contribute to the creation of a more decent work environment for all women and men in Türkiye. For reaching this intended aim, the project proposes to i) improve the institutional capacity of Directorate of Guidance and Inspection (DoGI) of the Ministry of Labour and Social Security (MoLSS) and the social partners to increase workplace compliance and b) improve the workplace compliance through strengthening guidance services and awareness raising on decent work.
Directorate of Guidance and Inspection and social partners are among the target groups of the project.
The ILO will be operationally and technically responsible for the referred project which will be implemented and managed by the ILO. Directorate of Guidance and Inspection is the Beneficiary of the project.
The Project and Administrative Assistant will be responsible for providing administrative support for the timely delivery of the expected project results, including logistical support to the project personnel, travel arrangements, organizational work and drafting of correspondence and will assist the Senior Project Coordinator and undertake the duties and responsibilities detailed under Section 3.
2. Reporting lines:
The Project and Administrative Assistant will report to the Senior Project Coordinator under the overall supervision of the Director of the ILO Office for Türkiye.
Description of Duties
1. Provide administrative support for the timely delivery of the project results and outputs and carry out specific administrative operational tasks for project and programme activities.
2. Provide informal translation support (from English to Turkish and from Turkish to English) when required.
3. Provide assistance to the Senior Project Coordinator and project team members for organization of the meetings, preparation of meeting agenda and meeting minutes and project activities.
4. Assist in the organisation of meetings and seminars including preparation of budgets, coordinating travels and lodging of participants.
5. Maintain, monitor and keep registers of plans on the status of project and take appropriate follow-up action.
6. Assist in drafting the Terms of References of external collaborator contracts and follow up on the contracts in terms of timely delivery of outputs, advance, progress and final payments, and amendments if necessary.
7. Contribute to the communication activities, preparation of technical reports and documents and maintain administrative records.
8. Prepare and follow up on travel authorizations, security clearances and travel arrangements.
9. Assist in the preparation of background material, working papers and tables for briefing and review.
10. Draft correspondence, reports, evaluations and justifications as required on project administration/ or other related tasks.
11. Draft other non-substantive correspondence on project and programme activities.
12. Obtain and keep contact details of project stakeholders, wider audience; prepare and follow-up on invitation letters/cards for project activities and trainings.
13. Perform necessary tasks under the ILO’s internal integrated resource utilization system and software (IRIS).
14. Undertake missions by accompanying others to review administrative and programmatic matters of project activities.
15. Perform other duties as may be assigned by the Senior Project Coordinator and the Director of ILO Office for Türkiye.
Required qualifications
Education
– Completion of secondary school education.
Experience
– At least 6 years of office support work experience, of which at least two years in programme and budget support work and project administration.
– Experience of working with an enterprise resource planning (ERP) system, in particular programme monitoring and management modules.
– Expertise and familiarity with UN, EU and/or ILO procedures will be an asset
Languages
– Excellent command of English and Turkish both oral and written.
Competencies
Among nine ILO core competencies, following competencies are particularly important for this position:
Quality Orientation, client orientation, communication, sensitivity to diversity, orientation to learning and knowledge sharing.
Others:
– Ability to use word processing and spreadsheet software effectively
– Ability to organize workshops and meetings.
– Good skills for preparation of documents and administrative forms, and for creation and maintenance of filing systems.
– Good knowledge of administrative procedures.
– Demonstrated responsible behaviour and attention to detail.
– Ability to search and retrieve information from central databases and compile reports.
– Ability to use computer program and software packages for various administrative actions.
– Good drafting skills.
– Ability to organize own work.
– Ability to maintain records and prepare clerical reports and statements.
– Ability to communicate effectively both orally and writing.
– Ability to work in a multicultural environment and gender-sensitive attitude.
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.
Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as uch as Zoom, Teams, Skype and teleconference, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including 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.