Administrative Support Officer

Job Posting Organization:
The International Labour Organization (ILO) is a specialized agency of the United Nations that aims to promote social justice and fair labor practices. Established in 1919, the ILO has a mission to ensure that labor standards are upheld globally, fostering decent work opportunities, enhancing social protection, and promoting rights at work. The organization operates in over 180 countries and employs thousands of staff members dedicated to improving labor conditions worldwide. The ILO is committed to diversity and inclusion, welcoming applications from qualified individuals regardless of gender, disability, or other factors.

Job Overview:
The Administrative Support Officer position within the ILO Bureau for Workers’ Activities (ACTRAV) is crucial for ensuring the efficient operation of the department. The incumbent will provide senior-level administrative support, overseeing a variety of office services that are essential for the smooth functioning of the department. This role requires a comprehensive understanding of ILO administrative and financial regulations, as well as the ability to adapt to changing needs and priorities. The officer will be responsible for managing office operations, providing guidance to administrative staff, and ensuring compliance with established standards. The position also involves liaising with various internal and external stakeholders to facilitate effective communication and coordination of activities. The successful candidate will demonstrate a high degree of initiative and judgment in delivering specialized support services, contributing to the overall mission of the ILO.

Duties and Responsibilities:
The key duties and responsibilities of the Administrative Support Officer include overseeing a broad range of administrative and operational support services, ensuring compliance with applicable standards. The officer will evaluate ongoing support requirements, adapt service provision to meet changing needs, and resolve operational support issues. They will keep informed of pertinent administrative and financial rules and provide guidance and training to administrative support staff. The officer will analyze and propose improvements to work methods and processes, liaise with other administrative areas for integrated support, and manage incoming communications. Additionally, the officer will coordinate high-level visits, manage logistics for staff movements, and oversee the preparation of documents and materials for meetings. They will also handle leave administration duties and serve as a focal point for HR matters, ensuring a well-organized and efficient office environment.

Required Qualifications:
Candidates must possess a completion of secondary school education and training in a relevant field. A minimum of six years of relevant experience is required, demonstrating a strong background in administrative support and operational services. The candidate should have excellent command of two of the ILO's working languages, which include English, French, and Spanish. Knowledge of established standards governing operational areas and the ability to interpret administrative and financial rules is essential. Proficiency in computer software packages, particularly Office 365, and familiarity with enterprise resource planning (ERP) systems are also required. The candidate should exhibit strong analytical skills, attention to detail, and the ability to work effectively in a multicultural environment.

Educational Background:
The educational background required for this position includes the completion of secondary school education. Additional training in a relevant field is preferred, which may include courses or certifications related to administration, finance, or human resources. This educational foundation is essential for understanding the complexities of the administrative functions within the ILO and for effectively supporting the department's operations.

Experience:
The position requires a minimum of six years of relevant experience in administrative support or operational services. This experience should demonstrate the candidate's ability to manage a variety of administrative tasks, provide guidance to staff, and ensure compliance with organizational standards. Candidates should have a proven track record of working in a similar environment, preferably within international organizations or governmental agencies, where they have developed skills in managing complex administrative processes and supporting diverse teams.

Languages:
Candidates must have an excellent command of at least two of the ILO's working languages, which include English, French, and Spanish. Proficiency in these languages is essential for effective communication within the organization and with external stakeholders. Knowledge of additional languages may be considered an asset, enhancing the candidate's ability to interact with a broader range of contacts and contribute to the ILO's mission.

Additional Notes:
This position is a fixed-term contract, and the entry-level salary for the role is 86,236 CHF per year. The recruitment process is subject to the availability of funding, and candidates must have valid residency status in Switzerland or reside in neighboring France to be eligible for application. The ILO values diversity and encourages applications from qualified individuals, including those with disabilities. The recruitment process may include assessments and interviews conducted via communication technologies, and candidates should ensure their availability for these evaluations. The ILO does not charge any fees during the recruitment process and emphasizes the importance of confidentiality and integrity in handling applicant information.