Senior Administrative and Finance Assistant

 

Grade: G6 

Vacancy no.: GENEVA/GS/2024/14

Publication date: 16 August 2024
Application deadline (midnight Geneva time): 16 September 2024

 

Job ID: 12286 
Department: WORKQUALITY 
Organization Unit: WORKQUALITY 
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.
• 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 84,962 CHF yearly.

Organizational Setting

The position is located in the Conditions of Work and Equality Department (WORKQUALITY). WORKQUALITY leads global efforts for the development of sound policies aimed at inclusive labour markets, improved workers’ well-being and equality. It pursues work along two interrelated axes: (1) extensive analyses and technical assistance on labour market institutions and their effect on workers protection, employment and economic performance, with a view to balancing equity and efficiency considerations; and (2) the promotion of a broad and integrated approach to non-discrimination and equality at work on multiple grounds, (i.e. sex, gender, race, ethnic origin, nationality, health status or disability), with a focus on those workers that are most at-risk of discriminatory measures and practices in the workplace. The Department brings together ILO’s technical expertise in the areas of economic and labour market analysis, working conditions, labour relations and collective bargaining, labour migration, disability inclusion, gender and ethnic/racial equality, violence and harassment in the world of work, HIV and AIDS in the workplace, and policy integration.

Main Purpose

The incumbent provides senior-level support and oversees a range of administrative- and finance-related services that contribute to the efficient running of the department/cluster in the areas of programme-, procurement- and HR-related support. Work requires the correct interpretation, adaptation and application of ILO finance-related and administrative-related rules, regulations, policies, procedures and processes (applicable standards). 

 

Supervision received/exercised

The incumbent works under direct supervision of the Director of the Department. The incumbent works independently, showing a high degree of initiative and judgment. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is integrated with related services. The incumbent provides relevant support, guidance and training to staff on the correct application of applicable standards. 

 

Working Relationships

Internal contacts are with diverse organizational units throughout the Organization to enlist cooperation, collaborate on the resolution of complex and sensitive issues, solve problems and coordinate joint activities for the effective planning and delivery of services. External contacts are with meetings participants and service providers to coordinate information and follow up on and resolve pending issues.

 

Key Duties and Responsibilities

1. Oversee a range of administrative- and finance-related support services, ensuring compliance with applicable standards. Evaluate ongoing support requirements, adapt service provision to meet changing needs and priorities and resolve operational support issues. 
2. Under delegated authority, act as certifying officer and ensure the effective internal financial control and the sound administration of the organizational unit's funds under all sources of funds. Oversee, review and certify financial transactions ensuring that they are in conformity with the ILO's financial rules and regulations and the requirements of relevant administrative rules and procedures. Coordinate year-end financial closure processes. Process more complex financial transactions, such as programme allocation changes, personnel actions, development cooperation (DC) budget revisions, transfers of expenditure, virtual credit card (VCC) payments and treatment of supplier invoices in case of discrepancies and matching issues. Act as replacement/back-up certifying officer for other organizational units in collaboration with other certifying officers or when requested by BUDFIN.
3. Maintain accurate financial monitoring and reporting of staff and non-staff resources. Prepare staffing tables and other financial reports for management. Prepare and consolidate operational budget information to assist management with informed decision making in relation to Programme and Budget preparation, DC portfolio management and work planning exercises. 
4. Keep informed of pertinent administrative and financial rules, regulations, procedures, processes and related developments. Provide guidance, leadership and training to administrative support staff to facilitate a working environment that fosters consistency, efficiency, continuous learning and knowledge building. Provide guidance and advice to staff on processes and procedures. Keep informed of the organizational unit’s activities and priorities as well as relevant ILO policy and senior management decisions.
5. Analyse, evaluate and propose improvements to the design and delivery of work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise with other finance-related and administrative-related support areas for an integrated and well-coordinated support to programme delivery.
6. Keep management informed of the contractual status of staff and the status of non-staff resources of the organizational unit. Identify/anticipate potential staff contract-, budgetary- and HR-related issues and make suggestions for their resolution.
7. Perform other relevant duties as assigned.

 

optional section (only if needed)

In accordance with the needs and priorities of the organizational unit where the position is located, the incumbent may also perform the following duties: 
8.    Organize and coordinate administrative services for meetings and other events, including high-level. Lead administrative support services and oversee the logistical, administrative and financial arrangements.  Prepare and oversee the preparation of documents, presentations, briefing files and related materials. Take minutes and/or prepare summary notes of meetings.
9.    Serve as focal point for administrative matters relating to performance management, interns and other HR matters.

Minimum Requirements Education

Completion of secondary school education. Training in a relevant field.

Experience

Minimum of six years of relevant experience. 

Languages

Excellent command of two working languages (English, French, Spanish) of the Organization.

Knowledge and Competencies (technical/behavioural)

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], the following is required:

In-depth knowledge of established standards governing operational areas. Ability to interpret administrative and financial rules, regulations, policies and procedures and impart knowledge to others.

 

Knowledge of the substantive nature of ILO programmes and activities.

 

Ability to apply sound financial administration and accounting techniques and work in accordance with the International Public Sector Accounting Standards (IPSAS).

 

Proficient in the use of computer software packages, such as Office 365 (Word, Excel, PowerPoint, Teams). 

 

Good knowledge of SharePoint or another document management system.

 

Good level of ability to work with an enterprise resource planning (ERP) system.

 

Ability to quickly grasp and work efficiently with a minimum of training assistance with office tools, IT software, systems, applications and web-based platforms.

 

Ability to use a content management system to copy, paste and format content into a public website page. 

 

Excellent drafting skills. 

 

Analytical skills and attention to detail. 

 

Ability to oversee the work of administrative support staff. Team-oriented to contribute to a positive and cohesive work environment.

 

Ability to grasp and work efficiently with large volumes of information related to administrative and programme priorities.

 

Interpersonal skills and communication skills. Ability to interact with an extensive network of contacts at senior levels with discernment, tact and diplomacy. Discretion in dealing with confidential matters. 

 

Ability to work effectively in a multicultural environment and to demonstrate and model gender-responsive, non-discriminatory and inclusive 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.

---