Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 12 de diciembre de 2024

Job Details

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, advocating for decent work for all. The organization operates in over 180 countries and employs thousands of staff members dedicated to improving labor conditions and promoting rights at work. The ILO is committed to diversity and inclusion within its workforce, encouraging applications from qualified individuals regardless of gender, disability, or other factors.

Job Overview:
The Administrative Support position is situated within the Departmental Support Team (DST) of the Internal Services and Administration Department (INTSERV) at the ILO. This role is crucial for providing administrative assistance primarily to the security" style="border-bottom: 1px dotted #007bff !important;">Security Unit, while also supporting other units within the department as needed. The incumbent will be responsible for a variety of standard administrative and office support tasks that are essential for the smooth operation and timely execution of the unit's activities. These tasks include maintaining correspondence, document preparation, administrative management, information management, and record-keeping, all of which require adherence to the ILO's administrative rules, regulations, policies, and procedures. The position demands a proactive approach to ensure that the unit's priorities and activities are well-supported and executed efficiently.

Duties and Responsibilities:
The key duties and responsibilities of the Administrative Support position include:

• Performing various office support tasks such as maintaining correspondence and document preparation, assisting in information and record management, monitoring communication channels, and providing routine logistical and administrative support for meetings.
• Staying informed about relevant office and administrative rules, regulations, procedures, and processes, ensuring that all work aligns with these standards.
• Receiving and/or registering incoming communications and directing them to the appropriate personnel. Responding to routine information requests or forwarding them as necessary.
• Typing, formatting, and reviewing various documents for accuracy, ensuring correct spelling, punctuation, grammar, and style, and ensuring compliance with applicable standards.
• Drafting standard correspondence and preparing unofficial translations as requested.
• Scheduling appointments and meetings as requested, welcoming and guiding visitors to meeting rooms, and assisting with official travel arrangements.
• Maintaining and updating information management and record-keeping systems, such as filing systems, databases, and other platforms.
• Processing routine transactions and tracking them in the institutional resource planning system (ERP).
• Providing logistical and administrative support for meetings and events, preparing and sending invitations, agendas, and other materials, and ensuring meeting facilities and equipment are ready. 1
• Managing standard office supplies and equipment, keeping inventories updated, ordering necessary materials, and reporting any equipment issues. 1
• Assisting with office relocations, including managing access rights and preparing workstations for new staff members. 1
• Performing other related tasks as assigned.

Required Qualifications:
The minimum qualifications required for this position include:

• Completion of secondary education.
• A minimum of four years of relevant experience in administrative support or office management.
• Excellent command of one of the ILO's working languages (Spanish, French, or English) and practical knowledge of a second working language.
• Strong knowledge of general office procedures and the ability to work within applicable rules, regulations, policies, and procedures.
• Proficiency in using software packages such as Office 365 (Word, Excel, PowerPoint, Teams).
• Familiarity with SharePoint or other document management systems.
• Good aptitude for working with an institutional resource planning (ERP) system.
• Ability to understand and work with office tools, software programs, systems, applications, and web platforms.
• Capability to use a content management system to copy, paste, and format content on public website pages. 1
• Attention to detail to identify discrepancies in data. 1
• Tact and courtesy in dealing with others, with the ability to convey information appropriately and respectfully. 1
• Ability to work effectively in a multicultural environment with exemplary behavior and attitudes, sensitive to gender issues, inclusive, and non-discriminatory.

Educational Background:
The educational background required for this position is the completion of secondary education. This foundational education is essential for understanding the administrative processes and procedures that will be encountered in the role.

Experience:
The position requires a minimum of four years of relevant experience in administrative support or office management. This experience should demonstrate the candidate's ability to handle various administrative tasks efficiently and effectively, showcasing their organizational skills and attention to detail.

Languages:
The mandatory language requirement for this position is excellent command of one of the ILO's working languages, which include Spanish, French, or English. Additionally, practical knowledge of a second working language is also required, allowing for effective communication within the diverse environment of the ILO.

Additional Notes:
This position is a fixed-term contract, and the successful candidate will be expected to work full-time. The ILO emphasizes the importance of diversity within its workforce and encourages applications from qualified individuals regardless of gender, disability, or other factors. The starting salary for this position is 71,936 Swiss Francs per year. Candidates must have valid residency status in Switzerland or currently reside in neighboring France to be eligible for employment. The recruitment process includes an online application, assessments, and interviews, which may take place 1 to 3 months after the application deadline. Candidates should ensure their availability for pre-selection interviews. It is important to note that the ILO does not charge any fees during the recruitment process and does not request banking information from candidates.