Workspace Planning Assistant

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Grade: G6

Vacancy no.: GENEVA/GS/2023/12

Publication date: 30 October 2023
Application deadline (midnight Geneva time): 30 November 2023

Job ID: 11368
Department: INTSERV
Organization Unit: FACILITIES
Location: Geneva
Contract type: Fixed Term

The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• Other staff members with at least five years of continuous service with the Office are also eligible. They are encouraged to apply and will be given special consideration at the screening and evaluation stage.
• External candidates *

The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills. In addition to any interview or testing that may be requested of candidates, successful completion of the Assessment Centre is required for external candidates.

*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 75384 CHF yearly.

The position is located in the Facilities Management Unit (FACILITIES) within the Internal Services and Administration Department (INTSERV). INTSERV is responsible for the general management of facilities, property and inventory; safety and security; printing, publishing and distribution; diplomatic privileges; travel and transport; use of public spaces; and general internal services. FACILITIES is responsible for overseeing the construction, acquisition, deployment and maintenance of all ILO buildings and offices, and provides and manages effectively all the required goods and services internally in this regard.
The incumbent will assist the Senior Property Officer with the organization, assignment and layout of headquarters workspaces, in accordance with the established workspace allocation policies and guidelines. The incumbent will be responsible for allocating space from the services level to the zoning of individual workstations, and for administering the ILO workspace management system.
The incumbent will report to the Senior Property Officer.

1. Administer the ILO workspace management system and ensure that the information contained in the database is accurate and up to date.
2. Produce and analyse occupancy and vacancy rates of workspaces at headquarters. Propose solutions to optimize workspace, in the form of plans, sketches or any other visualization tool.
3. Help management identify workspace-related problems, trends or future needs. Prepare models to facilitate the creation of collaborative workspaces.
4. Manage workspace allocation requests. Plan the layout of workstations, including furniture, equipment and any related services.
5. Make the necessary logistical arrangements to ensure that removals and maintenance are carried out smoothly. Assign and follow up on maintenance tasks, as required.
6. Contribute to the preparation of workspace organization and layout guidelines and procedures.
7. In cooperation with the workplace management system administrator and other relevant colleagues, update the architectural building and floor plans, and provide any other input necessary to ensure proper space management and signage.
8. Manage business relationships with furniture suppliers and architectural consultants.
9. In collaboration with the Document and Publications Production, Printing and Distribution Branch (PRODOC) and the Publications Branch of the Department of Communication and Public Information (DCOMM), contribute to the design and coordinate the positioning of building signage.
10. During the International Labour Conference, arrange and coordinate amenities at the ILO and the Palais des Nations, and removals between the ILO and the United Nations.
11. Ensure coordination with the relevant departments regarding any new lease proposal affecting all ILO premises worldwide.
12. Perform any other related duties and participate in any special projects that may be assigned.

Secondary school education. Vocational training in facilities management, architecture, property and property management, general services or a related field.

Six years of demonstrated experience in the field of building or premises management.

Excellent command of French. Working knowledge of another official ILO language (English or Spanish).

In addition to the ILO core competencies, this position requires:

Technical competencies

Advanced knowledge of building plan management software, such as AutoCAD. Knowledge of space and building plan management. Good drafting and communication skills. Basic knowledge of information technology and interest in specializing in information management software and operational and administrative processes. Ability to use Word, spreadsheets, Microsoft Teams, databases and other software and support systems in workspace management. Ability to organize and set up logistics for major conferences. Ability to coordinate external logistics teams. Excellent organizational skills. Good analytical skills with high attention to detail and accuracy. Ability to support multiple projects and to deal with changing priorities in an environment with strict deadlines. Shows initiative. Ability to carry out assignments in accordance with instructions and guidelines. Strong diplomatic skills and effective client-oriented behaviour. Ability to work cooperatively with and to communicate technically complex information in a clear manner to different stakeholders. Ability to answer queries from users, resolve technical issues and liaise with suppliers. Ability to provide user support and to produce reports and documentation.

Behavioural competencies

Ability to work in a multicultural environment and to demonstrate gender-sensitive and non discriminatory behaviour and attitudes.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO People. The system provides instructions for online application procedures.

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

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.

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