Administrative and Finance Assistant

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 promote rights at work, encourage decent employment opportunities, enhance social protection, and strengthen dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce dedicated to improving labor conditions globally. The ILO values diversity and inclusivity, actively encouraging applications from women and individuals with disabilities.

Job Overview:
The Administrative and Finance Assistant position is crucial for supporting the ILO's operations in Syria, particularly in the context of recovery efforts and the promotion of decent job creation. The incumbent will assist in various administrative and financial tasks, ensuring that the ILO's projects are implemented effectively and efficiently. This role involves drafting correspondence, managing procurement processes, maintaining records, and providing logistical support for meetings and workshops. The assistant will work closely with the ILO Syria Country Coordinator and the Regional Administrative Unit, contributing to the overall success of the ILO's initiatives in the region. The position requires a proactive approach to problem-solving and the ability to manage multiple tasks simultaneously while adhering to deadlines.

Duties and Responsibilities:
The duties and responsibilities of the Administrative and Finance Assistant include:

• Drafting standard correspondence in both Arabic and English, ensuring proper formatting for various documents related to ILO operations and project activities.
• Assisting in the creation of contracts and processing transactions in the ILO's IRIS system, including travel requests, purchase orders, and payment authorizations.
• Supporting the project team in the procurement process, ensuring compliance with ILO guidelines and principles of fair procurement.
• Maintaining organized files and official records related to ILO activities, and providing timely information to officials upon request.
• Providing administrative and logistical support for meetings, seminars, and workshops, including preparation of materials and handling logistics.
• Assisting in the preparation of progress reports and project briefs, and compiling workshop reports for review.
• Translating basic documents and providing interpretation services during meetings and events.
• Supporting official travel arrangements for staff and participants, including visa requirements and accommodation.
• Maintaining inventory records of all assets as per ILO regulations. 1
• Performing other relevant duties as required.

Required Qualifications:
The required qualifications for the Administrative and Finance Assistant position include:

• Completion of secondary school education; a first-level university degree is an advantage.
• At least three years of experience in general office management and clerical support work.
• Practical experience with standard office software packages (Word, Excel, PowerPoint) is essential.
• Knowledge of UN policies and procedures is considered an advantage.
• Excellent command of English and Arabic, both oral and written, is mandatory.
• Strong organizational skills and the ability to prioritize tasks effectively.
• Ability to work independently and as part of a team, managing a heavy workload under time pressure.
• Attention to detail and accuracy in document preparation and correspondence.

Educational Background:
The educational background required for this position includes the completion of secondary school education. While a first-level university degree is not mandatory, it is considered an advantage and may enhance the candidate's profile for the role.

Experience:
Candidates must have at least three years of relevant experience in general office management and clerical support work. This experience should include practical knowledge of standard office software packages and familiarity with the operational procedures of international organizations, particularly the UN.

Languages:
The position requires an excellent command of both English and Arabic, with strong oral and written communication skills. Proficiency in these languages is essential for drafting correspondence, translating documents, and providing interpretation services during meetings and workshops.

Additional Notes:
The contract for this position is fixed-term for one year, with the possibility of extension based on various factors such as availability of funds and satisfactory performance. The entry-level salary for this position is set at 12,463 USD per year. The ILO emphasizes the importance of diversity and encourages applications from qualified female candidates and individuals with disabilities. The recruitment process is subject to specific local criteria, and candidates must complete an online application form. The ILO does not charge any fees during the recruitment process and advises candidates to be cautious of fraudulent communications.