Job Title: Programme Assistant – G5 (DC)
Organization: International Labour Organization (ILO)
Vacancy no.: DC/LUSAKA/GS/2021/10
Application deadline (midnight local Zambian time): 21 May 2021
Job ID: 6106
Organization Unit: CO-Lusaka
Contract duration: 6 months
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 may only offer a contract to persons who are Zambian Nationals.
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 short-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 K 250,910 ( Zambian Kwacha) yearly.
The ILO CO Lusaka covers Zambia, Malawi and Mozambique with a portfolio comprising projects/interventions in Social Protection, Skills Development in Renewable Energy, Youth Employment, Enterprise development, disability, Skills development, HIV and AIDS and Child Labour. These projects are supported by the Programme Unit which provides technical and administrative support. In addition, the Programme Unit provides linkage with the constituents for effective response on various technical assistance portfolios not limited to the aforementioned projects but among others such as Labour Market Information, employment intensive works, gender mainstreaming, Labour administration, Occupational Safety and Health (OSH), pro-employment budgeting and support to strategic positioning of social partners for effective and representative support to their membership.
In addition, the Programme Unit provides strategic programmatic and administrative support to all the Development Cooperation (DC) programmes including inter alia; processing Budget Revisions/Rephasals, Monitoring, Evaluation and Reporting, Implementation Planning including ensuring alignment between DC projects’ Country Programme Outcomes and the Programme and Budget as well as Country Development Frameworks or priorities. In addition, the PU is also responsible for conducting assessments and designing new projects as well as capturing and updating project information in Enterprise Resource Planning (ERP)
In view of the above, the main objective of this role is to assist in providing strategic technical and administrative support to all DC projects in the three (3) locations (Zambia, Malawi and Mozambique) of the Country Office. The position will be located at the Country Office in Lusaka and work day to day with the Senior Programme Assistant who is currently the OIC for the Programme area.
Under the overall responsibility of the ILO Country Director for Zambia, Malawi and Mozambique, the Temp. Programme Assistant will undertake routine day to day programmatic and administrative functions in the Programming Unit and will report directly to the Senior Programme Assistant.
Description of Duties
1. Assist with the planning and preparatory work of the Office’s work programme and/or project initiatives. Monitor status of programme and/or project proposals and receipt of documentation for review and approval, verifying that information is in compliance with applicable rules, regulations, policies, procedures and guidelines. Monitor the status of programme and/or project outcomes and deliverables and inform the supervisor of any discrepancies.
2. Compile, summarize and present a variety of information and data to the supervisor on issues pertinent to the Office’s work programme, including on budgets, staffing levels and structures of programmes and/or projects, and other related topics or issues.
3. Input complete data and process administrative actions on programme and/or project delivery in the Enterprise Resource Planning (ERP) system. Based on information in the Enterprise Resource Planning (ERP) system, inform the supervisor of inconsistencies and shortfalls in delivery and status of allocations.
4. Maintain an overview of the financial situation of all DC Projects, to ensure that timely administrative support is provided in general and particular areas. Prepare and modify budget code and budget data such as budget proposals, budget revision, and re-phasing.
5. Follow-up on administrative matters, including the timely submission of Terms of Reference (TOR) for external collaborators, confirmation of funds, and other required administrative actions.
6. Provide administrative support for the organization of seminars, workshops, meetings and other events.
7. Maintain and update databases. Perform basic research for information to be used in the preparation and updating periodic reports, background information, briefing notes and statistical summaries.
8. Respond to requests for general information on programme and/or project related matters.
9. Keep abreast of changes to relevant programme-related policies, procedures, guidelines and processes and share information with concerned parties, providing further clarification as required.
10. Keep abreast of labour market trends in the country which may have an impact on areas of ILO assistance and collaboration/development cooperation.
11. Provide general office management support including attending meetings and drafting correspondence.
12. Perform other relevant duties as assigned by the Supervisor or Country Director.
Completion of secondary education supplemented by technical or university level courses in the field related to the work of the organization.
Five years of progressively responsible progressively experience in programming and administration work in a donor funded project. Experience of working with an enterprise resource planning (ERP) system focusing on programming modules.
Excellent command of English and another language of the duty station.
• Knowledge of programme and/or project administration.
• Knowledge of results-based management (RBM).
• Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.
• Knowledge of programme and budget and through understanding of wide range of administrative policies and procedures
• Good knowledge of the purpose and functions of the technical programme and the other offices and sectors interacting with the projects.
• Knowledge of technical data and good administrative skills to provide development cooperation programming support.
• Ability to work with word processing, spread sheet, web-browser, as well as other computer software packages required for work.
• Thorough knowledge of in-house procedures for the preparation of documents and administrative forms, and for the creation and maintenance of filing systems.
• Ability to prepare preliminary reports and to draft correspondence.
• Good communication skills, both orally and in writing and ability to communicate with people in a polite, courteous and cooperative manner
• Ability to organize own work and to work independently as well as work in a team
• Ability to work under pressure and to meet the deadline
• Must demonstrate responsible behaviour and attention to details
• Must display high standards of ethical conduct.
• Must demonstrate honesty and integrity.
• Ability to reason and make sound judgements.
• Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.
ONLY SHORTLISTED CANDIDATES WILL BE ACKNOWLEDGED.
“Assessed candidates who will be considered as appointable but not selected for this position can also be offered to be assigned on another temporary position at the same or at a lower grade provided that said candidates possesses the minimum qualifications for this position”.
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.
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.