Administrative and Project Clerk, Egypt 183 views0 applications

Vacancy no.: CAIRO/DC/G/2019/06

Publication date: 02 April, 2019

Application deadline ( midnight local time): 30 April, 2019

Job ID: 1340

Department: RO-Africa

Organization Unit: DWT/CO-Cairo

Location: Cairo

Contract type: Fixed Term

Contract duration: One year (with possibility of extension depending on funding availability and performance)

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.

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.

Introduction

The ILO is the United Nations’ specialized institution for the world of work promoting social dialogue and decent work for all.

Under the U.S. – Egypt Higher Education Initiative, the ILO will support University Centers for Career Development (UCCD) in 12 Egyptian public universities in Greater Cairo, Upper Egypt and the Delta region. The UCCD will improve the long-term capacity of Egyptian public universities to assist students in their transition from college to work.

To ensure effective project implementation in Egypt, the ILO will appoint an Administrative & Programme Clerk for 12 months at 100%. The position is located in the ILO DWT/CO Cairo. The incumbent will perform Administrative & Programme Clerk’s tasks and will work in close collaboration other related programmes/projects of the ILO DWT/CO Cairo as required.

This is a Technical Cooperation position, and therefore the recruitment process falls outside Annex 1 of the ILO Staff Regulations. Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of the renewal or conversion to any type of appointment in the Organization. Appointment and extension is subject to availability of funding.

Reporting lines: The incumbent will perform its duties under the overall guidance of the DWT/Cairo Director, and the direct supervision of the National Senior Project Officer.

Description of Duties

• 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.
• 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.
• Support the knowledge management duties of the project both within and outside the organisation and ensures effective email and website communication with the HQ, Regional and country Offices.
• Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request.
• Liaise/Request services from other work units inside or outside the office for completion of tasks.
• 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.
• 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.
• Prepare routine financial data and statements for the project-related activities. Enter data into computer by classifying and coding transactions.
• Prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations.
• Maintain and update databases and filing system of the project. Maintain tracking, monitoring and/or reporting systems regarding allocations and expenditures.
• Perform other duties as assigned by the supervisor

Required qualifications

Education

Completion of secondary school education.

Experience

Three to four years’ general clerical experience.

Languages

Excellent knowledge of English and a good knowledge of Arabic.

Competencies

• Ability to organize own work.
• 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 obtain services from other work units inside or outside the office for completion of tasks
• 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;
• Excellent oral and written communication skills;
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
• Understanding of principles of non-discrimination and gender equality

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.

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.

Disclaimer:

• The contract and its continuity is subject to the availability of funds
• Only those candidates that are short-listed for assessment will be contacted
• Candidates who pass the interview and have good capabilities as may be recommended by the panel, may get selected for similar positions
• The Office reserves to itself the right to appoint candidates at a level below the level of the advertised post depending on their experience
• Assessed candidates who will be considered as appointable for this position can also be offered to be assigned on a TEMPORARY position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position.