Senior Administrative Assistant

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Vacancy no.: CALL/GS/2025/01
Publication date: 3 January 2025
Application deadline (midnight Geneva time): 4 February 2025

Job ID: 12644
Department: ACT/EMP
Organization Unit: ACT/EMP
Location: Geneva
Contract type: Fixed Term

The ILO is issuing a call for expression of interest for the above position. The selection process is not subject to the rules and procedures defined in Annex I 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:

• 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.

The position is located in the ILO Bureau for Employers’ Activities (ACT/EMP) which consists of a small team at ILO HQ in Geneva and a network of field specialists in each of the Decent Work Technical Support Teams in the different regions. Its principal work is to manage the relationship between the ILO Employer constituents, Employer and Business Organisations (EBOs) and their enterprise members so that there is a mutual understanding, shared values and a desire to work together. This is done in close cooperation with the Secretariat of the ILO Employers’ Group.

Additionally, through its programme of development cooperation, the Bureau seeks to strengthen EBOs so that they are more representative and can increase their value to their members and potential members. This work also enhances social dialogue in the countries concerned.

The incumbent provides senior-level support and oversees a range of administrative and office support services that contribute to the efficient running of the department/cluster. Areas of work include general administration and office support and HR-, finance- and procurement-related support, requiring the correct interpretation, adaptation and application of ILO administrative and financial rules, regulations, policies, procedures and processes (applicable standards).

The incumbent works under direct supervision of the Bureau Director. The incumbent works independently, showing a high degree of initiative and judgment in delivering specialized support services. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is integrated with related services. The incumbent organizes and coordinates the work of office and administrative support staff and provides relevant guidance and training.

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 administrative services. External contacts are with visitors, meetings participants and service providers to coordinate information and follow up on and resolve pending issues. External contacts are also with UN agencies, other international and non-governmental organizations, development partners and groups, embassies, permanent missions. Act as the point of contact for organisations such as the IOE and with ILO constituents, particularly prior to and during the Governing Body Sessions and the International Labour Conference.

• Oversee a broad range of administrative and operational 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.
• 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.
• 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 administrative areas for an integrated and well-coordinated support to programme delivery.
• Review, prioritize, route, reply and follow up on incoming communications, including on complex, sensitive and confidential matters. Handle a wide range of inquiries and requests for information and propose innovative solutions to issues without precedent. Prepare, draft, perform quality control, finalize and/or upload to webpages/disseminate a broad range of outgoing general and administrative correspondence, reports, publications and other documentation. Draft notes and responses on the basis of research, knowledge of administrative matters and understanding of the areas covered by the work programme. Provide informal translations.
• Maintain the supervisor’s agenda. Schedule appointments and meetings according to priority. Coordinate high-level visits, including ensuring appropriate protocol, security and transport arrangements. Prepare and/or coordinate briefing programmes. Welcome visitors. Coordinate official travel arrangements and prepare mission files. Make hospitality arrangements.
• Ensure information management systems and electronic workspaces are maintained, updated, accessible and efficiently structured.
• Process and follow-up on a wide range of transactions using the enterprise resource planning (ERP) system, verifying that information is complete and in compliance with applicable standards OR If delegated, act as certifying officer for the work unit.
• Organize and coordinate administrative services for meetings and other events, including high-level. Lead secretariat 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.
• Perform leave administration duties. Provide information on leave, travel and teleworking schedules to the supervisor when requested.
• Serve as focal point for administrative matters relating to performance management, interns and other HR matters.
• Oversee and/or coordinate space planning for the department/cluster. Manage logistics for staff movements. Manage office supplies, furniture and equipment.
• Perform other relevant duties as assigned.

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

Minimum of six years of relevant experience.

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

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.
• Ability to apply sound financial administration and accounting techniques and work in accordance with the International Public Sector Accounting Standards (IPSAS).
• Knowledge of the substantive nature of ILO programmes and activities.
• 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.
• 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 identify and assess service challenges and decide the best course of action where there may not be a clear solution.
• 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.

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

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.