Administrative Support Officer

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Position Title: Administrative Support Officer
Location: Abidjan
Country: Côte d'Ivoire
Deadline Date: 27 novembre 2024

Job Details

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, focusing on promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The ILO operates in over 180 countries and has a diverse workforce committed to improving working conditions and promoting social justice worldwide.

Job Overview:
The Administrative Support Officer position is crucial for the efficient functioning of the Regional Administrative and Financial Services Unit at the ILO's Regional Office for Africa located in Abidjan. The incumbent will provide a comprehensive range of operational and administrative support services, ensuring efficiency, effectiveness, and customer service. This role encompasses various areas such as administrative and office support, human resources, finance, travel organization, and logistics. The officer will utilize the organization's integrated management software to ensure compliance with established rules, regulations, policies, procedures, and directives. The position requires a moderate degree of autonomy, with work being reviewed to ensure adherence to applicable standards. The officer will report to the Operations Administrator and will be expected to meet deadlines while maintaining high-quality results.

Duties and Responsibilities:
The Administrative Support Officer will be responsible for a variety of tasks, including but not limited to:

• Providing a range of administrative and operational support services to ensure the smooth and effective functioning of the unit. This includes assessing needs, organizing, and executing tasks accordingly, and proposing improvements to work processes.
• Preparing, drafting, and finalizing general and administrative correspondence while ensuring the quality of outgoing documents. This involves checking for accuracy, grammar, style, and compliance with applicable standards, as well as performing informal translations.
• Maintaining the official travel plan for the unit, making necessary travel and accommodation arrangements, coordinating visa and security" style="border-bottom: 1px dotted #007bff !important;">security requirements, and handling administrative transactions.
• Preparing, processing, and following up on administrative actions in human resources and finance, ensuring compliance with applicable standards. This includes entering complete data into the integrated management software and managing the arrival and departure arrangements for officials.
• Executing operations for the authorization and commitment of expenditures, preparing contributions, generating reports, and compiling data to support optimal resource utilization and the establishment of program and budget documents.
• Coordinating and providing administrative and financial support for meetings, workshops, and other events, ensuring timely preparation, translation, publication, and dissemination of documents.
• Keeping the unit's filing systems up to date, accessible, and efficient, updating websites and databases, and synthesizing and presenting information on specific topics.
• Staying informed about changes in rules, regulations, policies, procedures, and administrative directives, and providing guidance to staff as needed.
• Performing and/or coordinating other general administrative tasks, such as attendance records, office space management, registration, inventory, and procurement. 1
• Carrying out other relevant tasks as requested.

Required Qualifications:
The ideal candidate must have completed secondary education, with additional training in administrative or financial fields considered an asset. A minimum of five years of professional experience in general administration and administrative support is required, along with experience using integrated management software. Candidates should possess excellent knowledge of administrative support and operational areas, as well as familiarity with ILO programs and activities. Proficiency in PC software, particularly word processing, spreadsheets, and presentation software such as Microsoft Office, is essential. Candidates should also demonstrate integrity, transparency, sensitivity to diversity, customer orientation, communication skills, adaptability to change, accountability for results, quality focus, and collaboration.

Educational Background:
Candidates must have completed their secondary education. Additional training in administrative or financial fields will be considered an advantage, enhancing the candidate's qualifications for the role.

Experience:
Candidates should have at least five years of professional experience in general administration and administrative support. Experience with integrated management software is also required, ensuring that the candidate is well-versed in the tools necessary for effective job performance.

Languages:
Fluency in French is mandatory, with a good working knowledge of English being advantageous. This bilingual proficiency is essential for effective communication within the organization and with external partners.

Additional Notes:
This position is a fixed-term contract and is subject to local recruitment rules. The ILO emphasizes diversity within its workforce and encourages qualified women and persons with disabilities to apply. The recruitment process does not involve any fees, and candidates are advised to apply through the ILO's e-Recruitment system. The ILO also reserves the right to offer temporary assignments to candidates who are assessed as suitable but not selected for the position.