JOB OPPORTUNITY

Administrative and HR Assistant

Grade: GS5
Vacancy no.: DC/KATHMANDU/GS/2024/01
Application deadline (midnight local time): 31 January 2024
Job ID: 11483
Department: RO-Asia and the Pacific
Organization Unit: CO-Kathmandu
Location: Kathmandu
Contract type: Fixed Term

Contract duration: 1 year with possibility of extension

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. Only Nepali nationals are eligible to apply for this position.

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.

Introduction

CO-Kathmandu was awarded RBSA funds to implement a project entitled – Enabling Sectoral Pathways towards Formality for Vulnerable Workers, and Enterprises in Nepal’s Informal Economy-ESPF. The ESPF project aims to provide technical support to tripartite constituents to promote the transition towards formality for women workers and enterprises in sectors with high incidence of informality in Nepal. The project will focus on the Agriculture, Construction and Transportation sectors, supporting the implementation of the National Formalization Action Plan and related policies, by providing technical assistance to constituents in generating evidence for policy making and implementation, enhancing the capacity and awareness of tripartite constituents to advance a national agenda on formalization, and promoting improved policy coherence and operational coordination on the topic.

This project will be implemented in close partnership with the EU funded UN Joint Programme (UNJP) Empowered Women, Prosperous Nepal (2022-2025) and the USDOS funded project “Enhancing Labour Rights in the Informal Economy” (ELRIE). Combining all three projects, there will be three staff to support administrative, finance and logistical functions, therefore the Office decided to include HR functions too for this position to support the CO-Kathmandu Operations.

The Admin and HR Assistant will support with implementation of ESPF Project and will provide a range of specialized HR support services related to the employment and servicing of staff of CO-Kathmandu. The incumbent performs at a fully operational level and in an efficient, effective and client-oriented manner. The incumbent performs HR specialized processes using the enterprise resource planning (ERP) system. The incumbent ensures the correct application of established HR rules, regulations, policies, procedures and guidelines.

Reporting lines

Under the overall responsibility of the Director of CO-Kathmandu, the Administrative and HR Assistant will directly report to the Sr. Operations Officer of CO-Kathmandu. S/he will work in collaboration with team of EWPN, ELRIE and ESPF project and other operations team of CO-Kathmandu.

Description of Duties

Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the project by evaluating requirements, organizing, and carrying out work assignments accordingly and proposing improvements to work processes.
Prepare, draft, and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style, and compliance with applicable standards. Provide informal translations.
Maintain the official travel plan of the project team. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions.
Coordinate and provide a range of administrative and financial support for meetings, workshops, and other events. Ensure the timely preparation, translation, publication, and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions.
Ensure the Project’s filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate, and present information/data on specific topics.
Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory, and procurement matters.
Perform a range of specialized HR support duties including initiating, processing and following up on HR administrative actions for CO-Kathmandu staff, verifying that information is in compliance with established standards, and maintaining the corresponding files and records.
Collect and review information on HR-related matters and input complete data in the enterprise resource planning (ERP) system. Extract and compile HR data and present information to support analysis and reporting needs.
Provide support in the areas of contract administration and benefits and entitlements by following up on contract renewals, reviewing and verifying information and documentation, determining and monitoring eligibility of staff to receive benefits and entitlements and preparing related official communications and correspondence.
Provide assistance to the recruitment process, including preparing, disseminating and posting vacancy announcements, providing support and arranging interviews and tests, serving as note-taker on interview panels as appropriate, and communicating with applicants.
Arrange and assist in the conduct of staff briefing and debriefing sessions.
Provide guidance and training to staff and managers on new functionalities and requirements, provide first-level support, escalating more complex issues to the next level, and run reports and follow up as required.
Keep abreast of changes to HR rules, regulations, policies, procedures and developments and share information with concerned parties, providing further clarification as required.
Handle various HR inquiries from staff and managers and prepare formal responses requiring explanation of rules, regulations and procedures. Raise more complex issues with the supervisor.
Process documents for stay permits, visas and other official or administrative matters and follow up with concerned staff or authorities as required.
Perform other relevant duties as assigned by the supervisor.

Required qualifications

Education
Completion of secondary school education.

Experience

Minimum of five years of office support experience including in the area of HR administration and general administration and office support work. Experience of working with an enterprise resource planning (ERP) system. Similar experience with the United Nations Common System or an international organization is desirable.

Languages

Excellent command of English and Nepali languages, both written and spoken.

Competencies

Among nine ILO core competencies, following competencies are particularly important for this position:

Quality Orientation, Communication, CollaborationIntegrity and Transparency, Client Orientation, Sensitivity and Diversity, Orientation to Learning and Knowledge Sharing, Orientation to Change, Takes Responsibility for Performance,

Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system;
Ability to determine relevant background and reference materials for others, and to screen requires for urgency and priority
Accuracy and ability to pay attention to details
Excellent oral and written communication skills;
Knowledge of general office support and operational areas.
Awareness of the nature of ILO/UN programme and activities.
Good knowledge of PC software (including word processor, spreadsheet, and presentation software) such as Microsoft Office.
Ability to search, retrieve and compile information from various sources.
Ability to adapt quickly to new software and systems.
Good drafting skills, 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.
Ability to work on own initiative as well as a member of a team.

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.