Grade: G5
Vacancy no.: GENEVA/GS/2023/06
Publication date: 17 July 2023
Application deadline (midnight Geneva time): 18 August 2023
Job ID: 11056
Department: EMPLOYMENT
Organization Unit: EMPLAB
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.
- Other staff members with at least five years of continuous service with the Office are also eligible. They are encouraged to apply and will be given special consideration at the screening and evaluation stage.
- 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 75384 CHF yearly.
Introduction
The position is located in the Employment, Labour Markets and Youth Branch (EMPLAB) within the Employment Policy Department (EMPLOYMENT).
EMPLAB has the primary responsibility for supporting constituents on improving employment outcomes, based on the normative guidelines of Employment Policy Convention, 1964 (No. 122). The Branch develops, and advocates for, integrated global and country employment policy frameworks. It builds knowledge on employment and labour market policies, facilitates tripartite policy dialogue on employment promotion, and supports policy development and implementation, by strengthening relevant labour market institutions and building capacities of constituents. The Branch also provides support to ILO field offices in the development and implementation of employment interventions as components of Decent Work Country Programmes and United Nations Sustainable Development Cooperation Frameworks.
EMPLAB is composed of three technical units, namely: Employment Analyses and Economic Policies Unit (EMPLAB/ANALYSES), Employment Strategies for Inclusive Transformation Unit (EMPLAB/STRATEGIES), and Labour Market Services for Transitions Unit (EMPLAB/SERVICES), along with two groups, Gender in Employment (EMPLAB/GENDER) and Youth Employment Accelerator (EMPLAB/YOUTH).
An administrative unit (EMPLAB/ADMIN) supports the Branch Chief in the overall management of branch operations, as well as in relation to capacity development, resource mobilisation and communication functions. Led by a Senior Administrator, EMPLAB/ADMIN provides the necessary administrative and secretarial support to the technical units and groups.
The Senior Secretary (Administration) performs a range of advanced secretarial support to the Chief of EMPLAB, as well as professional staff in the Branch. The position is responsible for the processing of all Branch-level requests, as well as for the requests arising from a selection of technical units and/or groups.
The position reports to the Senior Administrator of EMPLAB.Specific Duties
1. Assist the Chief of EMPLAB by drafting general and administrative correspondence, maintaining the agenda, arranging meetings, and making travel arrangements.
2. Prepare and process financial transactions in ILOโs Oracle-based Enterprise resource planning (ERP) system including contracts, travel requests and claims, purchase orders and requisitions, and external payment authorizations on all sources of funds and follow up with the relevant administrative services as appropriate. Run development cooperation budget reports, extract and compile data to support optimal budget utilization. Enter budget revisions in the ERP system.
3. Provide support in planning and organizing meetings and seminars (providing cost estimates, making travel arrangements and drafting correspondence). Arrange for incoming visits by experts, constituents and partners, including office accommodation, support material, etc.
4. Maintain the files and administrative documents of the Branch and supported units, including contracts, travel documents, reports and publications. Support the compilation of reference material required for project documents and evaluations.
5. Prepare and format EMPLAB publications, working papers, and other documents including reformatting, checking spelling, grammar and compliance with ILO house style manual, bibliographical references, applying for ISBN and CIP data. Liaise with translators or editors if needed. Ensure their transfer to the intranet site in cooperation with the website coordinator in the Department.
6. Perform and/or coordinate other general administrative tasks such as those related to attendance and leave recording, maintaining office supplies and placing orders as required.
7. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required.
8. Perform other relevant duties as assigned.These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
Generic Duties
- Analyse, record, assign or monitor the distribution of mail, correspondence (often confidential), and documents to staff of the work unit. Recommend deadlines and follow-up dates, and coordinate responses. Follow up on the status of work in progress involving the preparation of correspondence and reports.
- Draft administrative correspondence in two languages. Review and correct correspondence, reports, documents prepared by other staff for format, spelling and grammar, especially for the signature of the supervisor. Provide informal translation of correspondence into one language.
- Create and maintain the work unitโs filing and reference systems, whether manual or automated. Create background files on assigned subjects in consultation with professional staff, determine the nature of the supervisorโs needs and compile appropriate reference material.
- Provide administrative support for meetings and conferences held in or outside Geneva. Attend meetings and take notes and draft minutes as required. Maintain the travel plan of the work unit, make travel arrangements, monitor travel planned and undertaken and prepare related updates to track use of funds. Provide orientation and guidance on procedures to other general service staff. Monitor staff movements, leave and entitlements. Establish work priorities and ensure equitable workloads for other general services staff members.
- Screen requests for appointments with supervisor according to the nature of the requests and their urgency, make tentative commitments, confirm mutually convenient schedules and rearrange schedules disrupted by unexpected events. Identify alternative means for referring and handling outside inquiries by the incumbentโs or other work units.
- Word process statements, reports, studies including statistical tables, etc. from manuscripts and other sources using a variety of software. Searches databases in order to trace status and progress of cases of particular interest to the supervisor and to request updated standard management reports and statistics. May be required to update websites.
Required qualifications
Education
Completion of secondary school education.
Experience
Five years of relevant experience.
Languages
Excellent command of two work languages (English, French, Spanish) of the Organization, including the ability to draft administrative correspondence in both languages.
Competencies
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office. Ability to reply in an appropriate manner to telephone and in-person inquiries. Discretion in dealing with confidential matters. Ability to work well with colleagues. Ability to organize own work. Ability to search internet. Knowledge of software necessary for updating websites may be required. Ability to obtain services for completion of tasks from other work units inside or outside the Office. Ability to evaluate correspondence and inquiries for best course of action. Ability to search and retrieve information from databases and compile reports. Ability to respond to requests from delegates or other visitors. Ability to determine relevant background and reference material for others to screen requests for urgency and priorities and to keep confidentiality. 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.