Operations Assistant

Main mission

As a member of the team, the incumbent provides a range of operational and administrative support services with a focus on efficiency, effectiveness and customer service. These services are provided in various areas (administrative and office support, human resources, finance, travel arrangements and logistics) and require the use of the Organization’s Enterprise Resource Planning (ERP) software. The incumbent works in a fully operational manner and therefore ensures the correct application of established rules, regulations, policies, procedures and guidelines to recommend the course of action in the area(s) within his/her competence.

The incumbent works under the supervision of the Operations Administrator (Administration Unit), based in Abidjan. This supervision focuses on the execution of processes in compliance with deadlines and on the quality of results. The incumbent has a moderate degree of autonomy in his/her work. The work is reviewed to verify that applicable standards are duly respected.

Labor relations

• Internal contacts take place with relevant staff and managers in field offices, project offices and headquarters; they aim to provide operational and administrative support and to exchange information on specialized procedures and methods related to service delivery. The incumbent liaises with various administrative units to prepare requests, obtain authorizations, carry out administrative actions and ensure their follow-up.
• External contacts are primarily with counterparts in United Nations and other international organizations, embassies, permanent missions and relevant authorities; they aim to request or provide information for the resolution of outstanding issues. The incumbent also liaises with service providers to follow up on outstanding issues.

Essential Functions and Responsibilities

Depending on the needs and priorities of the office where the position is to be filled, the incumbent will provide services relating to the following responsibilities:

• Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the work unit by assessing needs, organizing and executing tasks accordingly and proposing improvements to work processes.
• Prepare, draft and finalize general and administrative correspondence. Control the quality of outgoing documents (accuracy of content, grammar, style and compliance with applicable standards). Perform informal translations.
• Maintain the work unit’s official travel plan. Make necessary travel and accommodation arrangements, coordinate formalities related to visa and security requirements and process administrative transactions.
• Ensure the preparation, processing and follow-up of administrative actions in the areas of human resources and finance, verifying that the information complies with applicable standards. Enter complete data into the Enterprise Resource Planning (ERP) system. Perform other human resources and financial support functions as required. Ensure arrangements for the arrival and/or departure of staff members (travel, security clearances, visas, transportation of personal effects and other benefits and allowances) and follow up with the appropriate authorities as necessary.
• Carry out expenditure authorization and commitment transactions. Prepare inputs, generate reports, extract and compile data to support the optimal use of budgetary resources and the preparation of programme and budget and work plan documents.
• Coordinate and provide a range of administrative and financial support services for meetings, workshops and other events. Ensure timely preparation, translation, publication and dissemination of documents (presentation materials, briefing kits and related documentation). Prepare minutes of meetings and monitor the implementation of decisions taken.
• Ensure that the work unit’s filing systems are up to date, accessible and efficient. Update websites and databases. Collect, synthesize and present information and data on specific topics.
• Keep informed of changes in rules, regulations, policies, procedures and administrative directives, and inform staff, providing further details as needed. Provide guidance to less experienced staff, particularly on applicable standards and work methods, as necessary.

optional section (if needed)

• Perform and/or coordinate other general administrative tasks, such as attendance and absence records, office space, registration, inventory and purchasing.
• Perform other relevant tasks as requested.

Minimum requirements

• Training
• The holder must have completed secondary education.
• Training in the administrative or financial field will be an asset.

Experience

• At least five years of professional experience in the field of general administration and administrative support. Experience in the use of an Enterprise Resource Planning (ERP) software.

LANGUAGES

• Excellent command of French and a good working knowledge of English.

Source: https://jobs.ilo.org/job/Abidjan-Assistant(e)-charg%C3%A9(e)-des-op%C3%A9rations-G5/1135527901/