Project Assistant - Part Time 50%

Job Title: Project Assistant - Part Time 50%

Organization: International Labour Organization (ILO)

Grade: G5 

Vacancy no.: BEY/DC/2023/22
Publication date: 09 August 2023
Application deadline (midnight local time): 31 August 2023 

Job ID: 11107 
Department: RO-Arab States/DWT-Beirut 
Organization Unit: RO-Arab States/DWT-Beirut 
Location: Beirut, Lebanon 
Contract type: Fixed Term 

Contract duration: 12 months (Renewable subject to availability of funds) 

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General. 

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date. 

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates*

*The recruitment process for General Service positions is subject to specific local recruitment criteria. 

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org. 

Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance. 

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 21,816 (USD) yearly.

Introduction

There is a growing need for care globally, however, proper recognition of the contribution of care providers still lags behind, whether at the level of enhancing professionalisation of care services or acknowledgment of unpaid care work performed by household members usually women.

Lebanon is the fastest ageing country in the Arab States with the highest proportion of older people and the highest life expectancy. Many among this population, as well as persons with disabilities, and children, require access to long-term home-based care, in the absence of public investment in care infrastructure. The crisis context facing the country pushed many migrant workers who used to be the main providers of paid care into irregularity and shifted some of the responsibility for care to women in families in the form of unpaid work. Home-based care workers perform their job in isolated and unsafe work environments, and without access to decent work conditions let alone access to social protection and effective complaint mechanisms. This informal nature of service provision of home-based care also means that workers do not always have the competencies required, and recipients of certain types of care, namely the elderly and children, suffer from the lack of skills and from a lack of oversight and accountability in the sector. This has led to a vicious circle of a care economy that operates outside of the regulation or protection of the state.

To address these challenges, the ILO supported the “Women Empowerment in the Context of Care” intervention which started in 1 April 2023 and will continue until 30 September 2024. The intervention aims to structure a response to care work needs in Lebanon and pave the way to professionalise the sector through greater formalisation and regulation of care services, in line with decent work principles, and by exploring cooperatives and small enterprises as entry points. This will be done through community work, research, advocacy campaigns, policy interventions, skills training, and provision of seed funds to care social enterprises/cooperatives. There is also a linkage to a digital platform managed by the Ministry of Labour, that enables job matching and provide information on labour rights in the care sector.

Reporting Lines:

The incumbent of the Project Assistant (FT - 50 %) will carry out tasks under the direct supervision and guidance of the Senior National project Officer and will work closely with relevant members of other projects and units within the ILO.

Description of Duties 

Administrative:

1. Provide general Office/Project assistance, handles routine administrative tasks, advice and guidance to staff with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging of officials and participants, recruitment and payment of resources persons, and taking notes at meetings/seminars.

2. Support in preparing background information, working papers and presentations, including data and tables related to the project activities. Draft non-substantive correspondence on projects and programme activities and reports related to project activities in accordance with the requirements of the Office.

3. Review outgoing documents for conformity with established procedures to ensure accuracy of information and statements, and compliance with ILO communications guidelines, before being signed by the supervisor. Document media records related to the project.

4. Compiles, summarizes, and enters data on project delivery and record/register/control plans on the status of projects at each project cycle and programming activities for monitoring and evaluation purposes.

5. Provide translation support in Arabic and English.

6. Arrange internal and external meetings and appointments for in-coming missions, including high-ranking officials.

7. Support in liaising with constituents and partners in preparation and follow up on activities.

8. Ensure proper and up-to-date filing related to the project.

Finance:

1. Issue POs for implementation agreements, service contracts, and external collaborators in line with ILO rules and regulations.

2. Assist the supervisor in monitoring and maintaining a central filing system for all financial records ensuring the completeness and accuracy of records in the correct database.

3. Classify and assign budget codes, verify and process payment claims, vouchers and invoices. Prepare payment vouchers ensuring the accuracy and documentation of all financial transactions.

4. Carry out all operations required for authorizing and effectuating expenditures under project budget which includes making calculations, requesting funds, checking supporting justifying documents and making payments. 

Other:

1. Perform any other duties assigned by the supervisor.

Required qualifications

Education

Completion of secondary school education.

Diploma in economy/business administration or other related discipline is an advantage.

Experience

At least five years of relevant work experience. Similar experience with the United National Common System or an International Organisation is an advantage.

Languages

Excellent knowledge of English and good knowledge of Arabic.

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 work independently, quickly, precisely, and take initiative and responsibility.
• Strong organizational abilities and ability to work to tight deadlines.
• Ability to deal with people with tact and diplomacy and to build strong working relationships.
• Good ability to interpret project information and to identify and analyse problems with implementation
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
• Proficient in computer software (MS Office and MSProject) and proven typing abilities.
• Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority.
• Ability to deal with confidential matters with discretion.

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.

Recruitment process 

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures. 

Fraud warning 

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

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