OIT recruits 01 Administrative Assistant
L’Organisation internationale du Travail (OIT)
Polokwane, Afrique du Sud
Administrative Assistant – G4 (DC)
Grade : G4 Vacancy no. : DC/PRETORIA/2021/GS/01Publication date : 06 August 2021Application deadline (midnight local time) : 19 August 2021
Job ID : 6531 Department : RO-Africa Organization Unit : DWT/CO-Pretoria Location : Polokwane Contract type : Fixed Term Contract duration : 12 months
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 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.
IntroductionThe ILO is providing a technical assistance to the South African Government in the planning, coordination and monitoring of the Expanded Public Works Programme (EPWP), which is one of its flagship programmes aimed at combating persistent unemployment, inequality and poverty particularly among the historically disadvantaged people. The EPWP is one of the largest public employment programmes in the world and implemented in four sectors: infrastructure, environment and culture, social and non-state (Not for Profit) sectors. Its greatest strengths include leveraging public infrastructure investments to maximise employment and employability through technical and entrepreneurial skills development as well as to improve service delivery for the vulnerable sections of the community.
The ILO provides support in building capacity of public implementing bodies and private sector service providers towards the effective coordination and implementation of EPWP as well as in developing technical and managerial procedures and processes for application of employment intensive approach in line with international good practices. The ILO also supports the development of local training capacity for Employment Intensive technology and promotes energy resilient construction techniques as well as research and development on innovative and transformative infrastructure delivery.
The ILO deployed two teams comprising of engineers and support staff, one at National Department of Public Works and Infrastructure (DPWI) and the other based in Limpopo Province. The Administration Assistant (LI-AS) will be joining the team at the Limpopo Department of Public Works Roads and Infrastructure (LDPWRI) and will be based in Polokwane. Reporting linesUnder the overall responsibility of the Director ILO Country office for South Africa, Botswana, Lesotho and Eswatini, the LI-AS shall work under the direct supervision of the ILO Chief Technical Advisor (CTA) in Polokwane to ensure that work is coordinated and integrated with related services and completed within processing timelines. For finance and Administration matters the LI-AS shall also work under the guidance of the Officer in charge of Finance and Administration in the ILO Country Office.
Description of DutiesThe LI-AS will provide administration support to the CTA and the Technical Team.
Provide a range of support services in the areas of general office administration, finance and/or HR that contribute to the timely delivery of business operations in accordance with applicable standards.Monitoring the expenditure levels and initiate actions such as budget forecasting, budget revision, and re-phasals on a proactive and timely manner; Provide secretarial services to Team and Project Meetings. Respond to routine telephone, email and in-person inquiries or refer to appropriate contact/unit. Supply readily available information from office files and databases. Receive and direct visitors and arrange appointments. Maintain and update inventories of office supplies. Ensure stocks are adequate and order supplies in a timely manner. Keep stockroom in order. Take minutes in Project meetings. Assist in the preparation of Project and Training reports. Provide support for meetings and events, including processing administrative actions in the enterprise resource planning (ERP) system, preparing and distributing invitation letters, agendas and other materials, arranging meeting facilities and equipment, making travel arrangements, preparing routine cost estimates and providing support and information to participants on matters of a routine nature. Provide other administrative support services and process the necessary purchase orders. Reply to queries from the events participants, maintain a system to track the status of all participants’ activities. Liaise with the Finance Officer for payments to financed events event participants and ensure that all the documents required for the payments are obtained. Prepare travel requests, external collaboration contracts and service agreements using the Integrated Resource Information System (IRIS). Register and route mail, correspondence and other documents. Process outgoing mail ensuring most appropriate method in terms of postal rates and regulations. Maintain and organize filing systems for correspondence, documents, publications and/or reference materials. Plan and coordinate the activities of the project’s registry as required. Perform other relevant duties as assigned.
Required qualificationsEducationSuccessfully Completed Secondary School and holds a Certificate in Business Administration or other related field.
ExperienceMinimum of four years’ experience in general administration or similar work. Proven experience on working with technical cooperation programmes, public bodies and/or development partners would be an added advantage. Experience in the EPWP and in particular in working within Limpopo Province will be an asset.
LanguagesExcellent command of English is required and the ability to speak one of the local languages is an asset.
CompetenciesAmong nine ILO core competencies, following competencies are particularly important for this position:
Client Orientation, Communication, Collaboration
Integrity and Transparency, Sensitivity and Diversity, Orientation to Learning and Knowledge Sharing, Orientation to Change, Takes Responsibility for Performance, Quality Orientation
Knowledge of general office procedures and proficient in the use of standard office equipment.Good computing skills, at least in Microsoft (MS) Office including MS Word, MS Excel, MS Access and MS PowerPoint.Ability to interpret and work within applicable rules, regulations, policies and procedures. Ability to adapt quickly to new software and systems. Analytical skills. Good drafting skills. Ability to maintain effective working relationships with key stakeholders. 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. Ability to work well with colleagues. Ability to organize own work. Ability to evaluate correspondence and inquiries for best course of action. Knowledge of in-house procedures for the preparation of documents and administrative forms, and for the use of filing systems. 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
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Postuler :
https://jobs.ilo.org/job/Polokwane-Administrative-Assistant-G4-%28DC%29/701088601/