Grade: G6

Post No.: DC / ABIDJAN / GS / 2023/11 Publication date: June 08, 2023 Closing date ( midnight local time ): June 18, 2023

Job ID: 10933 Department: BR-Africa Unit: BR-Africa Duty station: Abidjan Type of contract: Special short-term contract

Duration of the contract: 12 to 26 weeks

According to Article 4.2 ( e ) of the Staff Regulations, the filling of vacant posts in technical cooperation projects is not governed within the framework of Annex I to the Staff Regulations and is done by direct choice of the Director-General.

In order to ensure that direct selection to fill the vacant position is based on the best possible decision-making process, the ILO invites interested candidates to submit their applications online before the date indicated above.

Can submit their application:

•  Internal candidates, in accordance with paragraphs 31 and 32 of Annex I to the Staff Regulations.
•  External candidates / tees*

*The general service recruitment process ( GS ) is subject to the specific local recruitment criteria.

The ILO attaches great importance to diversity among its staff and welcomes the candidacies of qualified women. We also encourage those of people with disabilities. If you cannot complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Appointments to technical cooperation contracts do not confer the right to a career at the ILO or to an automatic renewal of the contract or a conversion for a commitment of another kind to within the Organization. In addition, the extensions of technical cooperation contracts are conditioned in particular on the following elements: the availability of funds, the continuity of the need for the functions exercised and the services and satisfactory conduct.

*Conditions of employment for external candidates: In accordance with the practice in force at the ILO, the external candidate will normally be recruited at the first step of this grade.

Introduction

The International Labor Organization is the United Nations agency which aims to promote and implement fundamental rights at work, increase employment and income opportunities for women and men, expand the benefit and effectiveness of social protection for all, and strengthen tripartism and social dialogue.

Development cooperation is an important activity for the ILO and the constituents in achieving the desired results in the area of decent work. Development cooperation can be funded from the regular budget as well as through voluntary contributions from development partners. These voluntary contributions complement the ILO’s own resources and represent 42 percent of the total funds available to the Office for the period 2008-2014. Voluntary contributions are allocated to the ILO’s achievements at the national and global levels and are most often managed through extra-budgetary technical cooperation projects. The ILO is currently conducting some 630 projects in more than 100 countries,with the support of 120 development partners ( internal governance manual for Development Cooperation, p3 ).

Under the Staff Regulations, civil servants benefit from different types of leave including parental leave to allow for proper recovery and relaxation as well as to manage unforeseen events such as illness.

The ILO Regional Office for Africa is therefore seeking to recruit three ( 03 ) temporary Administrative and Financial Assistants for its office in Abidjan to replace civil servants for the duration of their parental leave ( only ), in order to maintain the level of performance of the units concerned, to achieve the operational objectives set and not to place an excessive burden on officials who continue to perform their duties in the absence of their colleagues.

Supervision

The Administrative and Financial Assistant will work under the responsibility and under the direct supervision of the project manager, the CNP or the Director as the case may be with the support of the colleagues from the Administrative and Financial Services of the Regional Office and / or the Abidjan Country Office.

Core Duties and Responsibilities

Administrative tasks⦁ Perform the administrative work of managing the two projects as well as maintaining official documents and files; ⦁ Participate in the organization and preparation of meetings and / or missions organized by these two projects and make all the important administrative arrangements for the organization of these workshops, meetings, seminars and missions; ⦁ Provide administrative and / or secretarial services for meetings, seminars and / or workshops organized by these projects; ⦁ Prepare the necessary administrative documents for official missions as well as for capacity building activities organized by these 2 projects; ⦁ Prepare the necessary documentation for service contracts, external collaboration contracts as well as contracts with suppliers of goods and services and any type of contract required by the projects; ⦁ Make travel arrangements, hotel reservations and prepare travel authorization and Security clearance forms for project staff; ⦁ Assist other colleagues in the Africa Regional Office, as required, with the administrative and financial tasks of the Regional Office or its project portfolio.

Financial tasks

⦁ Prepare cost estimates and budget forecasts; ⦁ Provide procedural and record support to analyze, document, classify, log and process different financial transactions; ⦁ Prepare and monitor requests for commitment of credits and payments; ⦁ Calculate and compile cost estimates and provisional budget expenditures and collaborate in the establishment of the budget statements of the two projects; ⦁ Verify project budget allocations; establishing expenditure commitments and assigning codes; ⦁ Classify and archive the project’s financial documents and keep the project’s administrative and financial files and registers up to date; ⦁ Write all correspondence relating to the administrative and financial management of projects in accordance with the regular procedures of the office, ensuring follow-up; ⦁ Perform any other tasks that may be assigned by project managers.

Qualifications required

Training

The incubent must have completed secondary education followed by a diploma in accounting and / or finance and / or project management, or training deemed equivalent.

Experience

Six years of experience in the field of administrative and financial management. Work experience within the ILO or the United Nations system will be considered an asset, as well as experience in the management of development assistance projects.

Be available immediately

LANGUAGES

Excellent knowledge of French and good knowledge of English, both written and spoken.

SKILLS

⦁ Knowledge of program and budget concepts and project administration and evaluation procedures, as well as the financial regulations and financial rules of the ILO; ⦁ Good writing and analytical skills and good computer skills; ⦁ Ability to communicate effectively both orally and in writing and to defend the mandate of the ILO and the vision of the project; ⦁ Ability to deal with people with tact and diplomacy; ⦁ Ability to build a collaborative culture by encouraging cooperation, solidifying the opinions of others and building broad and effective networks within the ILO and outside; ⦁ Good organizational skills and excellent time management skills; ⦁ Ability to work with confidential data and documents, and treat confidential matters with discretion; ⦁ Have a sense of responsibility and an eye for detail; ⦁ Demonstrates honesty and integrity. ⦁ Ability to work in a multicultural environment and to adopt a non-discriminatory and gender-sensitive behavior.

Recruitment is subject to the availability of funds.

NB: Candidates assessed and considered recommendable, but not selected, for this vacancy may be offered a contract on another temporary position at the same or lower grade to the extent that said candidates have the minimum qualifications required for this job.

Recruitment process

Please note that all applicants must complete an online application form. To do so, please visit the ILO e-Recruitment site at the following address: https://jobs.ilo.org/. The system provides the necessary instructions to facilitate the online application procedure.

Fraud alert

The ILO does not charge any fees at any time during the recruitment process, whether at the time of application, for the interview, the actual recruitment procedure or the training. Messages from email addresses other than those of the ILO – ilo@.org – should not be considered. Furthermore, the ILO does not need or ask to know the applicant’s bank account information.

Recruitment is subject to the availability of funds.

NB: Applicants evaluated and considered as being able to be recommended, but who have not been selected, for this vacant post could be offered a contract on another temporary post of the same grade or lower grade insofar as the said candidates have the minimum qualifications required for this job.