International Labour Organization invites applications for Senior Operations Assistant; Apply by May 16, 2024

Senior Operations Assistant International Labour Organization 2024

Support and office management

Deadline: May 16, 2024
Qualification (Education): Graduate
Experience Required: 6-10 Year

About Job Profile

Support and office management

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.

Primary Responsibilities include

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

Knowledge, Skills and Abilities:

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

Other Information:

Job Functions

Support and office management

Salary Range: NA LPA
Employment Type: Full Time
Work Mode: Work from Office

How to Apply

If you are interested in taking up the role, please apply through this link.

If you qualify and are interested in taking up the role, please apply through this link.

Apply Now