Administrative Assistant
vor 6 Monaten
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.
Introduction
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.
Duties
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.
Required qualifications
Education
Completion of secondary school education.
Experience
At least five years of relevant experience. Experience in multistakeholder initiative and event organization within the UN system would be an asset.
Languages
Excellent command of one working language (English, French, Spanish) of the Organization and working knowledge of a second working language.
Competencies
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
-
Administrative assistants
vor 8 Monaten
Geneva, Schweiz WTO VollzeitAdministrative assistants are responsible for developing and implementing office procedures to ensure the efficient and effective running of divisions, address administrative challenges and ensure that administrative procedures are applied correctly. They ensure the provision of office management and administrative/secretarial assistance to the Director ...
-
Team Administrative Assistant
vor 7 Monaten
Geneva, Schweiz UNICC VollzeitThis is a readvertisement. If you already applied for a position with the same reference, please do not to reapply. UNICC has registered your application and it will be considered for the vacancy. The UNICC workforce consists of many diverse nationalities, cultures, languages, and opinions. UNICC seeks to sustain and strengthen this diversity by...
-
Administrative & Accounting Assistant
vor 3 Wochen
Geneva, Schweiz Michael Page VollzeitThey key responsibilities are as followed:General Administrative Support:Handle incoming calls, emails, and correspondence, and direct them appropriately.Organise and maintain the office filing system, ensuring all documents are properly archived.Prepare and edit documents, reports, and presentations as needed.Schedule and coordinate meetings, appointments,...
-
Administrative assistant H/F
vor 2 Wochen
Geneva, Schweiz INTERIMAN VollzeitINTRODUCTION: Our Client, a leading FMCG International Company based Geneva is looking for an : Administrative assistant 100% For a 7 months temporary contract starting in January 2025 DESCRIPTION DE LA MISSION: • Organize and maintain administrative document filing (Excel and Word). • Manage inventory and procurement of office supplies and equipment....
-
Administrative Assistant
vor 3 Wochen
Geneva, Schweiz Interiman VollzeitFor one of our clients based in Geneva and active in the Cosmetics sector, we are looking for an Assistant ( 20% - Ideal for Students) on a 8-month temporary Assistant H/FDESCRIPTION DE LA MISSIONThis role is ideal for students seeking hands-on experience in a professional environment while balancing their studies. The successful will provide essential...
-
Administrative & Accounting Assistant
vor 2 Monaten
Geneva, Schweiz Michael Page VollzeitThey key responsibilities are as followed:General Administrative Support:Handle incoming calls, emails, and correspondence, and direct them appropriately.Organise and maintain the office filing system, ensuring all documents are properly archived.Prepare and edit documents, reports, and presentations as needed.Schedule and coordinate meetings, appointments,...
-
Administrative Assistant H/F
vor 4 Wochen
Geneva, Schweiz INTERIMAN VollzeitINTRODUCTION: For one of our clients based in Geneva and active in the Cosmetics sector, we are looking for an : Administrative Assistant ( 20% - Ideal for Students) on a 8-month temporary contract DESCRIPTION DE LA MISSION: This role is ideal for students seeking hands-on experience in a professional environment while balancing their studies. The successful...
-
Administrative assistant h/f
vor 2 Wochen
Geneva, Schweiz ALBEDIS VollzeitINTRODUCTION: For one of our clients based in Geneva and active in the Cosmetics sector, we are looking for an : Administrative Assistant ( 20% - Ideal for Students) on a 8-month temporary contract DESCRIPTION DE LA MISSION: This role is ideal for students seeking hands-on experience in a professional environment while balancing their studies. The successful...
-
Assistante médicale
vor 2 Wochen
Geneva, Schweiz MEDICALIS VollzeitINTRODUCTION: Vous êtes Assistante Médicale ? Notre client, un laboratoire de renommée, recherche un profil Assistante Médicale Cabinet médical - CDI 100% DESCRIPTION DE LA MISSION: Description : Accueil physique et téléphonique des patients Gestion des agendas des médecins Prises de RDV Frappe de rapports médicaux Support administratif divers à...
-
Assistante Administrative Comptable
vor 1 Monat
Geneva, Schweiz OK Job SA VollzeitDiplômé d'une formation CFC employé de commerce / comptable Maitrise de la langue française et PORTUGAISE OBLIGATOIREVous justifiez d'une expérience dans le domaine technique du bâtiment Disponible de suite Rattaché(e) à la direction générale d'une petite structure du bâtiment, vous devez assurer les tâches administratives et comptable Saisie des...
-
HR Administrative Assistant
vor 3 Wochen
Geneva, Schweiz Michael Page VollzeitHR Functions:Payroll Management: Ensure accurate and timely payroll processing for all employees.Recruitment Support: Assist in the recruitment process, from posting job ads to scheduling interviews and following up with candidates.Onboarding: Facilitate smooth onboarding processes for new hires, including orientation, documentation, and system...
-
Hr administrative assistant
vor 2 Wochen
Geneva, Schweiz Michael Page VollzeitHR Functions: Payroll Management: Ensure accurate and timely payroll processing for all employees. Recruitment Support: Assist in the recruitment process, from posting job ads to scheduling interviews and following up with candidates. Onboarding: Facilitate smooth onboarding processes for new hires, including orientation, documentation, and system setup....
-
HR Administrative Assistant
vor 3 Monaten
Geneva, Schweiz Michael Page VollzeitHR Functions:Payroll Management: Ensure accurate and timely payroll processing for all employees.Recruitment Support: Assist in the recruitment process, from posting job ads to scheduling interviews and following up with candidates.Onboarding: Facilitate smooth onboarding processes for new hires, including orientation, documentation, and system...
-
Executive Assistant
vor 3 Wochen
Geneva, Schweiz Michael Page VollzeitExecutive Support: Provide comprehensive administrative support to senior executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.Communication Management: Handle all forms of communication, including emails, phone calls, and correspondence, ensuring timely and professional responses.Meeting Coordination: Organize...
-
Executive assistant
vor 2 Wochen
Geneva, Schweiz Michael Page VollzeitExecutive Support: Provide comprehensive administrative support to senior executives, including managing calendars, scheduling meetings, and coordinating travel arrangements. Communication Management: Handle all forms of communication, including emails, phone calls, and correspondence, ensuring timely and professional responses. Meeting Coordination:...
-
Executive Assistant
vor 1 Monat
Geneva, Schweiz Michael Page VollzeitExecutive Support: Provide comprehensive administrative support to senior executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.Communication Management: Handle all forms of communication, including emails, phone calls, and correspondence, ensuring timely and professional responses.Meeting Coordination: Organize...
-
Geneva, Schweiz Republique et Canton de Geneve VollzeitVotre mission Le secrétariat général du DSM recherche une assistante ou un assistant pour rejoindre son équipe et soutenir de manière autonome la secrétaire générale dans sa gestion administrative courante (préparation des dossiers, tenue des PV) particulièrement pour les tâches liées à l'organisation et au fonctionnement du département. ...
-
Lawyers' assistant, Geneva
vor 6 Monaten
Geneva, Schweiz Schellenberg Wittmer VollzeitWe are looking for a lawyers' assistant to join our legal team in Geneva. Activity rate of 80 - 100% - Entry date: to be discussed Your assignments and tasks will include: Managing clients' files (from opening new mandates to archiving); Typing and drafting correspondence, proofreading; Preparation, compilation and production of large...
-
Geneva, Schweiz Sgipa VollzeitRetour aux offres La fondation Sgipa a pour vision d’être un partenaire de référence, proactif et à l’écoute des personnes devant bénéficier d’un accompagnement individualisé dans leurs projets de formation spécialisée, d’emploi adapté et de vie. Pour nos différentes résidences accueillant des personnes en situation de déficience...
-
Assistant-e administratif/ve 1
vor 4 Wochen
Geneva, Schweiz Université de Genève VollzeitDescription du poste Au sein de la Division Système et des technologies de l'information et de la communication (DiSTIC), le pôle administration recrute un-e assistant-e administratif-ve avec les missions suivantes : Assumer le rôle de relai RH Apporter l’appui administratif nécessaire dans la gestion financière Assurer la gestion du...
