At present, the ILO office in Haiti has three main projects:
- BETTERWORK: A unique partnership between the International Labor Organization (ILO) and the International Finance Corporation (IFC), a member of the World Bank Group, which draws on the respective expertise of these organizations in the field of labor standards, work and development of the private sector. The program brings together governments, employers 'and workers' organizations, as well as international apparel distributors and brands (buyers), with the aim of improving working conditions and competitiveness in companies in the apparel sector, clothing.
- Protection against child labor project: active in Port-au-Prince and in the Great South of Haiti, this project focuses on the preservation of the rights of young adolescents to education mainly concerning child domestic workers or to risk of becoming so by providing access to vocational training adapted to the needs of the local labor market. ("Stay with") and the packaging companies.
- Project FOPRODER: Professional Training for Rural Economic Development. This project is active in the Great South (Southern Region and Grande Anse) and concerns the professional training of 4000 young people in the Agroforestry and Fisheries sectors, with help in the first job and/or in the start-up of its own company.
In order to coordinate the process of receiving guests and calls to the appropriate persons/projects, the projects have identified the need to hire a receptionist that can also develop administrative tasks for all projects.
The receptionist will be contacting the ILO Office in Haiti, both physically and telephonically.
Fonctions
General Administration
1. Welcome guests coming to ILO premises and/ or escort them to the appropriate offices or conference rooms.
2. Receive and place incoming and outgoing local and long-distance calls. In the absence of the person visited, take and transfer messages.
3. Provide non-technical information and respond to inquiries from visitors.
4. Provide efficient front office (reception) and telecommunication services and exercise diplomacy, resourcefulness and tact.
5. Keep records of private telephone calls in order to get the office reimbursed.
6. Follow-up on reimbursement of private calls.
7. Perform clerical and administrative support functions such as typing, updating the lists of officials, making hotel reservations, filing records, sorting bills and filling out forms for various administrative purposes.
8. Draft standard correspondence, take minutes of certain coordination meetings, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software.
9. Maintain timely and orderly files and official records. Search and select relevant information and records for officials upon request.
10. Timely process and completion for travel arrangement, including travel authorization, hotel reservation, arrangement of travel, visas, identity cards, driving licenses, security and other required clearances.
11. Help prepare and process transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations.
12. Any other related function requested by the supervisor
Qualifications Requises
Education: Completion of secondary school education. Technical studies as Secretary and/or Accounting will be an advantage.
Experience: Three to four years’ experience on general clerical and/or as a receptionist. Practical experience on standard office software packages and email required by the work unit (e.g. WORD, EXCEL, PowerPoint).
Languages: Excellent knowledge of French, and good knowledge of one working language of the Office (English or Spanish).
Competencies:
These are the ILO Core competencies: Client Orientation, Communication, Collaboration, Integrity and Transparency, Sensitivity and Diversity, Orientation to Learning and Knowledge Sharing, Orientation to Change, Takes Responsibility for Performance, Quality Orientation. Among these nine competencies, the following are particularly important for this position: Client Orientation, Communication, Sensitivity and Diversity Quality Orientation
Technical competencies:
• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office
• Ability to obtain services from other work units inside or outside the office for completion of tasks
• 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 file system;
• Ability to compose correspondence and correct documents in accordance with established standards;
• Accuracy and ability to pay attention to details;
• Excellent oral and written communication skills;
• Customer service experience in order to provide courteous, prompt and efficient responses to internal clients.
• Understanding of principles of non-discrimination and gender equality.
