Administrator

Grade: P2 

Vacancy no.: RAPS/1/2024/INFOTEC/01
Publication date: 29th February 2024
Application deadline (midnight Geneva time):  2nd April 2024

Job ID: 11689 
Department: INFOTEC 
Organization Unit: PGMS 
Location: Geneva   
Contract type: Fixed Term 

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
• External candidates.

Staff members with at least five years of continuous service with the Office are encouraged to apply.

Applications from candidates who have already separated from ILO service upon retirement or early retirement, will not be considered.

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants 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 ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).

Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States

In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.

Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.

The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.

The position is located in the Project, Governance, Management and Administration Services Unit (PGMS) within the Information and Technology Management Department (INFOTEC). INFOTEC is responsible for information management and utilization of technology for the ILO.  INFOTEC provides modern, secure, and reliable IT applications infrastructure, services and technologies to enable the ILO to effectively manage information and use technology to perform its mission. The PGMS Unit provides a wide range of support such as a centralized project coordination function, project management office to systematically evaluate the business case behind project initiatives, looking at strengths, risks, costs, benefits and the total cost of ownership;  provision of management capacity for various IT projects with departmental and/or global impact.  It also performs management support unit functions such as planning and budgeting of departmental resources, execution of all business events that have financial and programmatic impact, their monitoring and report, centralized purchasing, billing and reconciliation for IT hardware, software and maintenance contracts Office-wide, and managing projections and spending of recurring fixed costs.  The Unit also leads complex cross-functional IT projects for the Office.  

The position is responsible for supporting the unit’s procurement, administration, and financial activities. Specifically, this includes supporting the centralised purchasing of laptops, overseeing the unit’s administration standard operation procedures (SOPs), and acting as the learning coordinator for the Department.

The position reports to the Business Operations Officer in the PGMS Unit. 

1.    Perform the day-to-day financial administrative activities associated with the centralised purchasing of laptops for the Organization.  
2.    Monitor that the centralised PC fund is used appropriately; ensure that costs for accessories and development Cooperation-funded laptop orders are charged back in a timely fashion; provide appropriate information to the INFOTEC purchase order preparers; provide information and guidance to financial staff from ILO Offices for the annual PC renewal exercise; track and follow up on progress of orders with Offices and suppliers. 
3.    Provide guidance to the INFOTEC secretariat for procurement activities, including information for the preparation of purchase orders. Obtain, and verify supporting documentation for the creation of long-term agreements) for the Department. Collaborate with PROCUREMENT for any derogations from the terms and conditions. Register the LTA in the ILO’s Enterprise resource planning (ERP) system and monitor progress through the approval workflow for timely creation.
4.    Collect data related to outstanding purchase orders and requisitions for all INFOTEC funds. Conduct a thorough analysis of the information, compile a comprehensive report. Periodically share this report with INFOTEC management team. Perform a comparative assessment of budget allocations versus commitments for each source of funds and promptly raise any concerns with the relevant managers.
5.    Perform the financial certifying role for the departmental regular budget fund. Track and monitor the fund allocation and its appropriate usage.  Assist in the administrative backstopping for the other INFOTEC funds. 
6.    Collaborate with department managers to review and validate receipt transactions before instructing the Secretariat to enter corresponding receipts into the ERP system.
7.    Create, review and/or update internal administrative SOPs and provide guidance and training to staff as required.
8.    Assist in the preparation of the Department's Programme and Budget submission. Prepare budget estimates and expenditure forecasts for staff allocations. Provide support for entering the forecasted Programme and Budget allocations into the ERP system. 
9.    Administer staff development budget of the department and as learning coordinator, oversee the staff development activities in close consultation with department managers.
10.    Regularly monitor, forecast, and report to the PGMS Unit head on departmental staffing allocations and expenditure. Provide support in the preparation of the quarterly staff expenditure review. Collect relevant information from department managers and compile a report forecasting unspent expenditure for allocated staff funds.
11.    Perform other relevant duties as assigned.
 

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

1.    Obtain, gather, assemble and develop databases on personnel, budget, financial and other administrative information and documents.
2.    Participate in the organization of conferences, seminars and meetings.
3.    Monitor activities and resources and update information.
4.    Maintain records of obligations and expenditures.
5.    Prepare periodic reports on administrative matters.
6.    Assist in the administrative backstopping of projects and participate in the development of project proposals.
7.    Prepare budget estimates and expenditure forecasts and propose allocation changes with justifications.
8.    Prepare progress reports on status of projects and work unit’s plan of activities.
9.    Supervise the work of administrative support staff.

First-level university degree (Bachelor’s or equivalent) in administration or other relevant field.

At least three years of experience in finance, procurement, human resources-related administrative activities or related area in a large operational support department.

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

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

Technical competencies – Good knowledge of ILO/UN administrative and financial policies and procedures. Good command of Office suite applications (particularly Excel functionalities such as pivot tables and macro development), and related business and communications tools (e.g. Jira, MS Teams). Command of financial and HR-related transactions using an ERP system.

Behavioural competencies - Ability to analyse administrative records and financial data. Ability to plan and organize work. Ability to work quickly, accurately and calmly under time constraints. Ability to communicate effectively both orally and in writing. Ability to maintain harmonious working relations. Commitment to continuous learning and developing new skills. Ability to work on own initiative as well as a member of a team.  Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Conditions of employment

• Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
• The first contract will be issued for a twenty-four month period.
• A successful external candidate will be on probation for the first two years of assignment.
• Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.

For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.

Important Information

Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at hrpartner@ilo.org

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 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse. 
To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under 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.