Senior Operations Assistant / Executive Assistant to Director - G6

Key Duties and Responsibilities

In accordance with the needs and priorities of the office where the position is located, the incumbent will provide services from among the following duties:

1. Undertake and complete a range of administrative and operational support services encompassing general administration and office support, HR,  finance and travel and logistics. Initiate, process, review and follow up on administrative actions, including verifying that information and documentation is in compliance with applicable standards.
2. Play a proactive role in the integration and coordination of support services. Oversee and guide the work of support staff as required and ensure a smooth flow of office work and information within the work unit and with other units.
3. Prepare, draft and finalize correspondence including of a non-routine nature requiring research and understanding of administrative, operational and programme matters and knowledge of programme areas. Undertake quality control of outgoing documents for accuracy of information, grammar and style and compliance with applicable standards. Provide informal translations.
4. Initiate, process and follow up on HR administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system. Respond to inquiries and provide general HR-related information to staff. Provide a broad range of HR-related services as required.
5. Participate in the preparation and control of the work unit’s accounts regarding allocations and expenditures. Perform operations for authorizing and effectuating expenditures and make adjustments to optimize utilization of funds. Maintain monitoring and reporting systems and prepare budget-related reports and statistics to support the preparation of programme and budget and workplan documentation and financial and technical progress reports for donors.
6. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements and ensure the timely processing of administrative transactions. Provide guidance and assistance to staff relating to arrival, departure and official travel formalities. Develop and maintain contacts with counterparts in government departments and external service providers to facilitate travel, visa, shipping and/or other related issues.
7. Organize and coordinate meetings, workshops and other events. Lead secretariat support services and oversee administrative and financial arrangements. Prepare and oversee preparation of documents, presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions. Attend and participate in internal and external meetings and workshops in assigned areas of work.
8. Ensure the work unit’s filing systems are maintained, accessible and efficient. Ensure the update of websites and databases. Design and generate a variety of periodic and ad hoc reports, statistical tables and other background materials.
9. Keep abreast of changes to administrative rules, regulations, policies, procedures, guidelines and other developments and provide guidance and deliver training to staff with the view to building knowledge.
10. Evaluate and propose improvements to work methods and processes. Assess the impact of changes and make recommendations on follow up actions. Liaise closely with other administrative areas to ensure effective and smooth service design and delivery, recommending improvements on interrelated processes.
11. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
12. Perform other relevant duties as assigned.

Where the position is the Executive Assistant to the Director, along with performing a range of the above duties, the position will:

1. Provide and/or coordinate a variety of office and administrative support services to assist the Director with the smooth running of the Office. Keep informed of important events and activities of the office and inform concerned staff.
2. Update and maintain the Director’s agenda. Screen and schedule appointments according to urgency and priority. Coordinate requests from high-level visitors and establish briefing programmes. Receive visitors and respond to in-person, telephone and email inquiries in a timely manner.
3. Analyze, manage and monitor a diverse range of correspondence and documentation, including of a confidential and sensitive nature, bringing important issues to the Director’s immediate attention. Draft notes and responses requiring research and an understanding of administrative, operational and programme areas. Prepare and/or review and clear correspondence for the Director’s signature, ensuring accuracy of information and compliance with applicable standards.
4. Coordinate the preparation of a range of documents and information covering political and managerial matters and diverse technical areas of the ILO to facilitate the work of the Director in taking strategic decisions and reporting on ILO activities. Determine priorities and follow up on deadlines with staff and managers as appropriate. .
5. Maintain contact with and contact lists of ministers, government officials, employers’ and workers’ organizations, national and/or sub-regional and regional institutions, UN agencies, and other international organizations and members of the diplomatic corps.
6. As Office focal point for the Talent Management System, support the Director with measures to increase compliance with the different Talent Management System modules, tracking status of compliance of staff in the Office and following up with managers and staff as required. Provide guidance and first-level support, escalating more complex issues to the next level, and run reports and follow up as required.

Minimum Requirements

Education: Completion of secondary school education. Training in an area related to general administration and office support.

Experience: Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.

Languages: Excellent command of English.  Working knowledge of Arabic.

Knowledge and Competencies (technical/behavioural):

• Good knowledge of a range of operational areas.
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• Knowledge of methods and techniques for assessing quality and efficiency of process execution.
• Knowledge of the substantive nature of ILO programmes and activities.

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 adapt quickly to new software and systems.
• Ability to coordinate and oversee a broad range of operational activities.
• Ability to search, retrieve and compile information from a variety of sources.
• Good drafting skills.
• Ability to coordinate the work of support staff.
• Analytical skills and attention to detail.
• 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.