Administrative Assistant

Grade: G5 

Vacancy no.: CALL/TEMP/GS/2024/04

Publication date: 24 June 2024
Application deadline (midnight Geneva time): 15 July 2024

Job ID: 12091 
Department:ADG/ECR 
Organization Unit: ADG/ECR 
Location:Geneva   
Contract type: Fixed Term 

The ILO is issuing a call for expression of interest for the above position. This is an assignment of a purely temporary nature, not expected to lead to a career in the ILO. Duration of the contract is until 31 December 2025. 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. The Office will facilitate the temporary re-assignment (detachment) of a selected internal candidate to this position.
• 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.

The position is located in the Secretariat of the Global Coalition for Social Justice. The Global Coalition for Social Justice is a ground-breaking initiative aimed at intensifying collective efforts to urgently address social justice deficits and to accelerate the implementation of the 2030 Agenda for Sustainable Development, the Sustainable Development Goals and the Decent Work Agenda. It creates a collaborative space for action, advocacy, and dialogue, in which partners shape individual and collective opportunities for concrete actions and tangible outcomes. The Coalition will create a collaborative space in which partners join forces to shape actions aiming to elevate advocacy efforts to incorporate the social justice dimension in the political debates, and to serve as a platform to generate and disseminate knowledge and good practices. 

The incumbent will support the efficient and effective implementation of the Coalition’s activities, ensuring smooth administrative operations, facilitating effective communication and collaboration among Coalition partners as well as among ILO Departments involved, and contributing to the achievement of the objectives. 

The position will report to the Director of the Secretariat of the Coalition. 

In accordance with the needs and priorities of the Coalition Secretariat, the incumbent will provide services from among the following duties:

1.    Assist the Director by providing a variety of office and administrative support services to ensure the smooth running of the Secretariat. Receive visitors and respond to in person, telephone and email inquiries in a timely manner. Prepare and/or review documentation for the Director’s signature, ensuring compliance with applicable standards.

2.    Coordinate and provide administrative and logistical support services for the Coalition activities in particular ensuring the effective and timely follow up on requests for information, briefings and other actions, liaising with concerned staff as appropriate, and the timely preparation, translation, publication and dissemination of documents, presentations, briefing files and related materials; and maintaining contact lists of partners (incl. ministers, government officials, employers’ and workers’ organizations, national and/or sub-regional and regional institutions, UN agencies and other international organizations, businesses, academia and INGOs). 

3.    Coordinate logistical support for meetings in or outside of Geneva (in particular the Coordinating group and the annual Forum); including in organizing scheduling and travel (coordinate visa and security requirements, and process administrative transactions), as well as preparing cost estimates, coordinating travel and lodging of participants, paying DSA, recruitment and payment of resources persons, drafting relative correspondence, venue booking and equipment setup.

4.    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 and taking minutes of meetings as requested.

5.    Provide project management administrative support by assisting in planning, coordinating, and executing Coalition activities; maintaining project documentation (project plans, progress reports, and meeting minutes); organizing project files, databases, and records. Ensure the Coalition Secretariat filing systems are maintained, accessible and efficient.

6.    Initiate, processes and follow up on HR and finance administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.

7.    Brief staff, experts and/or consultants on administrative procedures. Participate in internal meetings to provide information on administrative matters.

8.    Perform other relevant duties as assigned.

Completion of secondary school education.

At least five years of relevant experience. Experience in multistakeholder initiative and event organization within the UN system would be an asset.

Excellent command of one working language (English, French, Spanish) of the Organization and working knowledge of a second working language.

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

Technical

Knowledge of rules and regulations governing area of specialisation
(finance, personnel, relations, publications). Good knowledge of administrative procedures
and accounting principles. Ability to search and retrieve information from central databases
and compile reports. Ability to operate computer program and software packages for various
administrative actions. Good drafting skills. Ability to establish and maintain effective relationships with officials at all levels. Ability to work accurately with administrative data. 

Behavioural

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.

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.

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.