Administrative Support Coordinator

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Position Title: Administrative coordinator" style="border-bottom: 1px dotted #007bff !important;">Support Coordinator
Location: Geneva
Country: Switzerland
Deadline Date: 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, fostering decent work opportunities for all. The organization operates in over 180 countries and has a diverse workforce of approximately 3,300 employees. The ILO is committed to promoting gender equality and diversity within its workforce, encouraging applications from qualified individuals regardless of their background or abilities.

Job Overview:
The Administrative Support Coordinator will provide high-level support and coordination of various administrative and office support services that contribute to the efficient functioning of the Partnerships Department. This role encompasses general administrative support, human resources assistance, financial management, and procurement tasks. The incumbent will be responsible for interpreting, adapting, and applying the ILO's administrative and financial rules, regulations, policies, and procedures. The position requires a proactive approach, strong initiative, and sound judgment in delivering specialized support. The coordinator will work closely with the Director of the Partnerships Department and will be expected to manage and guide the administrative support staff effectively, ensuring a cohesive and productive work environment.

Duties and Responsibilities:
The key responsibilities of the Administrative Support Coordinator include coordinating a wide range of administrative services and support activities, ensuring compliance with applicable standards. The incumbent will evaluate ongoing assistance requests, adapt service delivery based on changing needs and priorities, and resolve support-related issues. They will stay updated on relevant administrative and financial rules, regulations, policies, and procedures, providing guidance and training to administrative support staff to foster a collaborative and efficient work atmosphere. The coordinator will analyze and propose improvements in work methods and mechanisms, assess the impact of changes, and collaborate with other administrative areas to ensure integrated support for program compliance. Additionally, the role involves managing incoming communications, prioritizing and responding to complex and sensitive inquiries, preparing various documents, and coordinating high-level visits and meetings. The coordinator will also oversee the maintenance and structuring of information management systems and ensure accurate processing of transactions using the institutional resource planning system (ERP). Furthermore, they will organize administrative services for meetings and events, manage financial transactions, and maintain oversight of personnel contracts and resources.

Required Qualifications:
Candidates must possess a minimum of six years of relevant experience in administrative support roles. They should have a comprehensive understanding of the operational standards governing administrative areas and the ability to interpret and apply financial and administrative rules and regulations. Proficiency in financial management techniques and public sector accounting standards is essential. The role requires excellent communication skills, both written and verbal, and the ability to work effectively in a multicultural environment. Candidates should demonstrate strong analytical skills, attention to detail, and the capacity to coordinate the work of support staff. A proactive approach to problem-solving and the ability to handle confidential matters with discretion are also critical.

Educational Background:
The minimum educational requirement for this position is a completed secondary education, with additional training in a relevant field being advantageous. Candidates with higher education qualifications in business administration, finance, or related disciplines will be preferred.

Experience:
A minimum of six years of relevant experience in administrative support roles is required. Candidates should have a proven track record of providing high-level administrative assistance, managing complex tasks, and coordinating activities within a team environment. Experience in an international organization or a similar setting is highly desirable.

Languages:
Fluency in two of the ILO's working languages (Spanish, French, or English) is mandatory. Proficiency in additional languages will be considered an asset, enhancing the candidate's ability to communicate effectively in a diverse workplace.

Additional Notes:
This position is a fixed-term contract based in Geneva, Switzerland. The ILO emphasizes the importance of diversity and encourages applications from qualified individuals regardless of gender, disability, or other factors. The starting salary for this position is 84,962 Swiss francs per year. Candidates must have a valid residency status in Switzerland or currently reside in neighboring France to be eligible for employment. The recruitment process will include assessments and interviews, which may take place 1 to 3 months after the application deadline. The ILO does not charge any fees during the recruitment process and advises candidates to be cautious of fraudulent communications.