Administrative and Operational Services Officer

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, fostering decent work opportunities for all. The organization operates in over 180 countries and has a diverse workforce of approximately 3,300 employees. The ILO is committed to promoting gender equality and diversity within its workforce, encouraging applications from qualified women, men, and individuals with disabilities.

Job Overview:
The Administrative and Operational Services Officer position is crucial for the effective administration and delivery of operational services within the ILO's regional office in Abidjan. The incumbent will be responsible for providing professional services across various operational domains, including finance, human resources, procurement, asset management, security" style="border-bottom: 1px dotted #007bff !important;">security, communications, information management, and information technology. The role requires a strong commitment to efficiency and customer service, utilizing the organization's integrated management software. The officer will work under the supervision of the Regional Chief of Administrative and Financial Services for Africa, with minimal daily supervision, and will receive detailed instructions for specific tasks or complex issues. This position is integral to ensuring that the regional office operates smoothly and effectively, contributing to the overall mission of the ILO.

Duties and Responsibilities:

• Provide professional services to ensure the effective delivery of operational services for the office, managing daily operations in compliance with applicable standards across finance, human resources, procurement, asset management, security, communications, information management, and information technology.
• Monitor and guide the work of staff in relevant operational areas, supervising personnel as needed, and verifying the accuracy and relevance of administrative transactions processed by support staff.
• Support ongoing analysis and control of the office's resource situation (human and financial resources), producing regular management reports to aid informed decision-making.
• Assist in executing financial operations and accounting services related to revenue and expenditure accounts, payment approvals, external payment authorizations, financial authorizations, account reconciliations, billing, monthly account closures, forecasts, and year-end account closures. Provide necessary support for program and budget proposal development.
• Assist in executing human resources operations and services.
• Liaise on routine administrative matters with local banks, insurance companies, public agencies, other UN institutions, etc., participating in meetings, working groups, and joint initiatives on common operational activities. Prepare briefing notes on key points or new developments and follow up as needed.
• Verify that purchase requests comply with applicable standards and submit them for validation. Establish standard bidding documents and provide administrative support for bidding processes. Create purchase orders for approval within delegated authority limits.
• Stay informed about evolving applicable standards, best practices, and technologies in relevant professional fields, sharing knowledge and guiding staff.
• Assess the efficiency and effectiveness of work methods and processes, recommending improvements. Collaborate closely with staff and relevant managers to ensure effective service delivery and recommend enhancements to interdependent processes. 1
• Conduct research and analyze data and information on various topics related to operational activities, preparing analytical reports to contribute to program/project monitoring and providing input for reports and other communications. 1
• Assist the country focal point for security in activities aimed at ensuring the safety and well-being of officials and the security of premises and assets, in accordance with UN security policies and procedures. Serve as the local security assistant as needed. 1
• Perform other relevant tasks as requested.

Required Qualifications:
Minimum requirements include a university degree (bachelor's or equivalent) in a field related to the nature of the job. Professional experience equivalent to a university degree may be considered in lieu of a university degree, as outlined in the accompanying table. Candidates must possess at least two years of professional experience in an administrative or operational field.

Educational Background:
Candidates must hold a university degree (bachelor's or equivalent) in a relevant field related to the job. In cases where candidates have significant professional experience, this may be considered in lieu of formal educational qualifications, as specified in the job requirements.

Experience:
The position requires a minimum of two years of professional experience in an administrative or operational capacity. This experience should demonstrate the candidate's ability to manage various operational functions effectively and efficiently.

Languages:
Fluency in French is mandatory, along with practical knowledge of English. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to communicate in a diverse work environment.

Additional Notes:
This position is a fixed-term contract, and the recruitment process is open to both internal and external candidates. The ILO emphasizes diversity and encourages applications from qualified individuals, including women, men, and persons with disabilities. The recruitment process will include an online application form, and candidates should ensure their availability for assessments and interviews, which may be conducted via various communication technologies. The ILO does not charge any fees at any stage of the recruitment process and advises candidates to be cautious of fraudulent communications.