Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 12 décembre 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 promote rights at work, encourage decent employment opportunities, enhance social protection, and strengthen dialogue on work-related issues. The organization operates in over 180 countries and has a diverse workforce committed to improving labor standards globally. The ILO emphasizes diversity and inclusion within its workforce, encouraging applications from qualified women, men, and persons with disabilities.

Job Overview:
The Administrative Support position is integral to the functioning of the Department of Internal Services (INTSERV) within the ILO. The role primarily involves providing administrative assistance to the security" style="border-bottom: 1px dotted #007bff !important;">Security Unit and other units within the department as needed. The successful candidate will be responsible for executing various routine administrative and clerical tasks that contribute to the efficient and timely operation of the administrative unit. This includes preparing correspondence and documents, managing information and records, and supporting meetings, all while adhering to the ILO's administrative rules and procedures. The position requires a proactive approach to ensure that the administrative activities align with the organization's standards and priorities.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support position include: executing various administrative support tasks such as preparing correspondence and documents; assisting in the management of information and records; monitoring communication channels within the administrative unit; providing logistical and administrative support for meetings; staying informed about relevant administrative rules and procedures; receiving and logging incoming communications; responding to routine information requests; performing word processing, formatting, and proofreading of documents; drafting routine correspondence; preparing informal translations when necessary; organizing appointments and meetings; welcoming and guiding visitors; assisting in the organization of official travel; maintaining information management systems; processing transactions using the integrated management software (ERP); providing logistical support for meetings and events; maintaining office supplies and equipment; and performing other relevant tasks as assigned.

Required Qualifications:
The minimum qualifications required for this position include a completed secondary education. Candidates must possess at least four years of relevant professional experience in administrative support roles. Additionally, candidates should demonstrate excellent knowledge of administrative procedures and the ability to work in compliance with applicable rules and regulations. Proficiency in using office software, particularly Office 365 (Word, Excel, PowerPoint, Teams), is essential, along with familiarity with document management systems such as SharePoint. Strong attention to detail, effective communication skills, and the ability to work in a multicultural environment are also required.

Educational Background:
Candidates must have completed their secondary education. This foundational educational background is essential for understanding and executing the administrative tasks required in this role.

Experience:
Candidates should have a minimum of four years of relevant professional experience in administrative support or similar roles. This experience should demonstrate the ability to handle various administrative tasks efficiently and effectively, showcasing a strong understanding of office procedures and practices.

Languages:
Candidates must have an excellent command of one of the ILO's working languages (English, French, or Spanish) and practical knowledge of a second working language. This linguistic proficiency is crucial for effective communication within the organization and with external stakeholders.

Additional Notes:
The position is a fixed-term contract and is subject to local recruitment rules. The ILO emphasizes the importance of diversity in its workforce and encourages applications from qualified individuals regardless of gender, disability, or other factors. The entry-level salary for this grade is 71,936 CHF per year. Candidates should be aware that the recruitment process may include written assessments and interviews, and they should ensure their availability for potential pre-selection assessments. The ILO does not charge any fees during the recruitment process and advises candidates to be cautious of fraudulent communications.