Introduction

The ILO’s technical cooperation project in the State of Qatar began in 2018. Phase 1 (2018-2021) saw the introduction of a series of significant changes in law and policy to enhance the protection of the rights of migrant workers. Phase 2 (2021-2024) supported the implementation of the new legal and policy framework. The third phase of the project (2024-2027) will focus on consolidating these efforts and will also address a number of priorities that are emerging from the 3rd National Development Strategy, and the changing dynamics of the labour market in Qatar.

A number of the labour-related policy priorities identified in the National Development Strategy relate to the type of workforce that Qatar wants and needs, and include, inter alia, increasing the presence of nationals in the private sector, bolstering the number of women in the workforce, increasing the proportion of skilled workers, and attracting and retaining talent. Moreover, the protection of the rights of workers remains a priority. In that regard, implementing the labour laws and policies of the country requires effective labour market institutions that monitor working conditions and promote safe and healthy workplaces, that resolve disputes in a fair and timely manner, that review and adjust the minimum wage, that enable social dialogue, etc.

Given Qatar’s commitment to multilateralism and active role in the United Nations, the ILO is also building and expanding strategic partnerships with Qatari development partners to advance the decent work and social justice agenda in the region and globally, and also further enhancing cooperation with the large and growing UN presence in Doha.

Within the policy and procedural requirements established by the ILO and the 3rd phase of the Technical Cooperation Project for the State of Qatar, as a team member, the incumbent provides a variety of general office support services, completing a range of standard support tasks in an efficient, effective and client-oriented manner. Such tasks contribute to the timely and effective functioning of business operations and may encompass duties related to correspondence preparation, document preparation, database maintenance, meetings support, travel, registry and/or mail services. The incumbent is required to use standard office equipment and the enterprise resource planning (ERP) system to process transactions. Work is governed by established rules, regulations, policies, procedures and guidelines governing operational areas.

Reporting lines:

The Project Support Assistant will be located in the ILO Country Office in Doha. Under the overall responsibility of the Country Office Director for the State of Qatar, the Project Support Assistant will report to the Finance & Operations Officer in Doha. The incumbent will work closely with technical specialists and the project team.

Description of Duties

1. Provide a range of support services in the areas of general office administration and finance that contribute to the timely delivery of business operations in accordance with applicable standards.
2. Draft and prepare standard correspondence and other materials on own initiative or from instructions, ensuring clarity of content and compliance with applicable standards and finalize for signature. Prepare draft translations of correspondence and other documents.
3. Maintain and update databases. Input data and process routine administrative actions in the enterprise resource planning (ERP) system related to contracts, purchase orders, payments processing, and/or travel.
4. Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances including travel and accommodation arrangements, security clearances, and transportation of personal effects.
5. Provide administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme, including processing administrative actions in the enterprise resource planning (ERP) system, preparing and liaise with the Receptionist on the distribution of the invitation letters, agendas and other materials, arranging meeting facilities and equipment, preparing routine cost estimates and providing support and information to participants on matters of a routine nature.
6. Maintain and organize filing systems for all operational transactions.
7. Keep abreast of changes to relevant operational rules, regulations, policies, procedures, guidelines and processes and share information with concerned parties.
8. Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.
9. Ensure that the office’s translation and interpretation needs are adequately planned for and met, including liaising with HR ROAS for the interpreters’ contracts. Implement in the e-sourcing platform the call for translations and interpretation needs.
10. Support the procurement activities for the project by liaising with the technical team on the TORs, ensuring the fair procurement of goods and services in line with ILO guidelines.
11. Launch the relevant process in the e-sourcing platform and ensure the entire process is completed, then issue the relevant contractual arrangement in the ERP.
12. Undertake other duties as assigned by the Finance & Operations Officer and ILO Country Office Director.

Required qualifications

Education

Completion of secondary school education. First level university degree is an advantage.

Experience

At least three years’ experience in general office management and clerical support work.

Familiarity with ILO policies and procedures including experience working with officials of ministries of labour would be an advantage.

Experience working in the Arab region and/or with government institutions, social partners, or UN/international organizations is an advantage.

Languages

Excellent knowledge of English and good knowledge of Arabic.

Competencies

• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to adapt quickly and use other software packages and system required by the Office.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required. 
• Knowledge of general office procedures and proficient in the use of standard office equipment.
• Good interpersonal and analytical skills.
• Ability to work within the applicable rules, regulations, policies and procedures.
• Ability to search, retrieve and compile information from a variety of sources for completion of tasks.

Residency

The applicant must have a valid Qatari ID or a work permit to reside and work in Qatar.