Admin & IT Assistant - International Labour Organization (ILO)

Vacancy no.: DC/Dhaka/GS/2022/07
Job ID: 10207 
Department: RO-Asia and the Pacific 
Organization Unit: CO-Dhaka 
Location: Cox's Bazar   
Contract type: Fixed Term 
Contract duration: 12 months (Renewable) 

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. The ILO may only offer a contract to persons who have a valid residency status and work permit in xxxxxxxxxx.

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 [email protected].

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 International Labour Organization (ILO) has signed an agreement with Royal Netherland Government to implement a project Strengthening skills and entrepreneurship in agro-food systems for the host communities and Rohingya people in Cox's Bazar to address livelihood challenges of host communities due to the massive influx of about a million Rohingya Refugees since 2017 from the neighbouring state of Myanmar as well as Rohingya Refugees. They were forcibly displaced from Myanmar in the Cox's Bazar district of Bangladesh, focusing on challenges faced by women and youths. There are following two outcomes proposed in the project:

Outcome 1: Improved transferable skills and knowledge of Rohingya people on the agri-food sector and linked self-reliance activities to improve resilience, hope and employability.

Outcome 2: Improved productivity, income and resilience of the horticulture and dry fish value chain participants in the host communities through adoption of sustainable technologies, good labour practices and effective market access.

Outcome 1 will be achieved by designing and implementing transferable skills training in the agri-food system in the camps. Outcome 2 will be accomplished through enterprise-level productivity improvement through the training and capacity building in the areas of Occupational Safety and Health (OSH), working conditions and rights are work, entrepreneurship and business development and finally, the adoption of productive technologies and processes. 

The proposed interventions of the current project will prepare Rohingya Refugees to improve resilience, hope and employability through self-reliance interventions and support local smallholders of the horticulture sector to improve productivity and competitiveness, developing effective supply chains. 

Guidance and Supervision

Under the overall guidance and supervision of the Chief Technical Adviser/Project Manager and direct supervision of the admin and finance officer, the IT-Admin Assistant will provide the administrative and IT support to the project. S/he needs to work closely with the Senior IT assistance of ILO Co-Dhaka and other project team of ILO and partners organisations. 

Main purpose

As a team member, the incumbent provides 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, travel and logistics, and require the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level, requiring correct application of established rules, regulations, policies, procedures and guidelines to recommend an appropriate course of action in the assigned area(s). 

The position works under the supervision of CTA. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of applicable standards. The incumbent provides a range of user support services in an effective, efficient and client-oriented manner. Work involves providing end user assistance, supporting and maintaining office equipment, supporting software deployment, and monitoring and supporting local area networks (LAN). The incumbent performs the day-to-day work at a fully operational level and identifies and resolves a variety of recurring ICT issues, requiring the correct application of ICT-related rules, regulations, policies, procedures and guidelines. 

Description of Duties

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. Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the work unit by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes. 
2. Prepare, draft and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. Provide informal translations. 
3. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions. 
4. Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. 
5. Ensure the work unit's filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate and present information/data on specific topics. 
6. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters. 
7. Perform a range of ICT support functions related to software and hardware deployment, LAN support, end-user support, and ensuring compliance with applicable standards. 
8. Troubleshoot desktop and standard application-related problems (on-site and using remote support technologies) in compliance with established escalation procedures.
9. Provide basic assistance and training to end users on how to solve common ICT issues and provide inputs into guidance documents as required. 

Required qualifications

Education: Completion of secondary school education. 

Experience: Minimum of five years of  IT and administrative work experience in a range of support functions

Languages: Excellent command in English and Bengali. 

Competencies

(Technical and behavioural) 

• Knowledge of general office support and operational areas. 
• Awareness of the nature of ILO programme and activities. 
• Knowledge of ICT security principles and practices. 
• Knowledge of operating systems, enterprise applications, networks and ITIL processes.
• Excellent knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• 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 interpret and work within the applicable rules, regulations, policies and procedures. 
• Ability to adapt quickly to new software and systems. 
• Ability to follow incident management processes. 
• Troubleshooting and problem-solving skills. 
• Accuracy and attention to detail. 
• Confidentiality and a sense of responsibility to maintain data integrity. 
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes. 

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.