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Grade: G4
Vacancy no.: BEY/DC/2025/15
Publication date: 03 June 2025
Application deadline (midnight local time): 19 June 2025
Job ID: 13044
Department: RO-Arab States/DWT-Beirut
Organization Unit: RO-Arab States/DWT-Beirut
Location: Damascus
Contract type: Fixed Term
Contract duration: One year
The incumbent will work under the direct supervision of the of the ILO Syria Country Coordinator and under the overall technical supervision of the Regional Administrative Unit in ROAS.
- Draft standard correspondence, in both Arabic and English as needed using appropriate formatting for a variety of documents related to the ILO’s operation and its project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate guidelines and templates.
- Assist in creating contracts, agreements and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorizations with the support from ROAS/DWT-Beirut.
- Assist the project team with the procurement process, ensuring the fair procurement of goods and services in line with ILO guidelines. Ensure effective use of resources and apply value for money principle throughout the procurement process and activities to facilitate smooth project implementation in a timely manner.
- Maintain timely and orderly files and official records related to ILO activities inside the country. Search and select relevant information and records for officials upon request.
- Assist in the administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme.
- Provide all needed administrative support for the activities in Aleppo and other interventions by the ILO at the national and/or at regional levels. This includes the preparation of workshop materials, preparation of stationery, shipping, preparation/compilation and distribution of working documents and other material, handling logistics, calculating and preparing cost estimates and following up on payments.
- Collect all workshop reports and monitoring reports prepared by experts and compile them for review and financial clearance.
- Assist in the preparation of progress reports and related projects' briefs and presentations.
- Assist with informal translation of basic documents, including emails, letters, reports and other documents, from English to Arabic and vice versa and provide interpretation services in English and Arabic during meetings, workshops and field visits and any other events as required.
- Provide support for the official travel of staff, resource persons and participants of meetings, seminars, and other ILO activities. including travel and accommodation arrangements, security clearances, visa requirements. Prepare relevant documents and materials related to the colleague’s missions and provide support and information to participants on matters of a routine nature.
- Provide logistic support and arrange payments to resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.
- Maintain the records of inventory of all recordable assets as per ILO rules and regulations.
- Perform other relevant duties when required.
Education
Completion of secondary school education.
First level university degree is an advantage.
Experience
At least three years’ experience in general office management and clerical support work.
Practical experience on standard office software packages and email required by the work unit (Word, Excel, PowerPoint…). Knowledge of the UN policies and procedures is an advantage.
Languages
Excellent command of English and Arabic (oral and writing skills).
Competencies
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 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.
optional section (if needed)
Candidates assessed by the Panel and considered to be eligible for appointment but who are not selected for this vacant post may be offered an assignment to another position at the same or lower grade provided that they meet the minimum qualifications required.
Please note that all candidates must complete an on-line application form. To apply, please visit ILO People. The system provides instructions for online application procedures.
If you are unable to complete the online application form due to technical issues or lack of VPN access, please send your CV along with a cover letter to recruit-arabstates@ilo.org." rel="noopener noreferrer" target="_blank" style="background-color: rgb(255, 255, 0);">recruit-arabstates@ilo.org.
Kindly ensure that your name and the position you are applying for are clearly stated in the subject line of the email.
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