Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 30 November 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, focusing on improving working conditions, promoting rights at work, and enhancing employment opportunities. The organization operates in over 180 countries and employs thousands of staff members dedicated to these goals. The ILO is known for its commitment to diversity and inclusion, welcoming applications from qualified individuals regardless of gender, disability, or other factors.

Job Overview:
The Administrative Support position is integral to the Employment, Labour Markets and Youth Branch (EMPLAB) within the Employment Policy Department. The role involves performing a variety of standard office and administrative support tasks that are essential for the smooth functioning and timely delivery of the organizational unit’s activities. This includes managing correspondence, document preparation, and providing logistical support for meetings. The incumbent will be expected to apply relevant ILO administrative rules and procedures while maintaining a high level of accuracy and attention to detail. The position requires a proactive approach to managing tasks and responsibilities, ensuring that the organizational unit's priorities are met efficiently and effectively.

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

• Performing a variety of office support tasks such as correspondence and document preparation, information and records management support, and logistical support for meetings.
• Keeping informed of pertinent office and administrative rules, regulations, procedures, and processes to ensure compliance in all tasks.
• Receiving and registering incoming communications, responding to routine information requests, and drafting standard correspondence.
• Scheduling appointments and meetings, welcoming visitors, and assisting with official travel arrangements.
• Maintaining and updating information and records management systems, including filing systems and databases.
• Processing routine transactions in the enterprise resource planning (ERP) system.
• Providing logistical support for meetings and events, including preparing invitations and arranging venues.
• Maintaining office supplies and equipment, keeping inventories up to date, and assisting with office moves.
• Performing other relevant duties as assigned by the supervisor.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary school education.
• A minimum of four years of relevant experience in administrative support or office management.
• Excellent command of one working language of the Organization (English, French, or Spanish) and a working knowledge of a second language.
• Proficiency in computer software packages, particularly Office 365 (Word, Excel, PowerPoint, Teams).
• Familiarity with SharePoint or other document management systems is advantageous.
• Strong attention to detail and ability to draft standard correspondence accurately.

Educational Background:
The educational background required for this position is the completion of secondary school education. Additional qualifications or certifications in office administration or related fields may be beneficial but are not mandatory.

Experience:
Candidates must have a minimum of four years of relevant experience in administrative support roles. This experience should demonstrate the ability to manage office tasks efficiently, adhere to organizational procedures, and support various administrative functions effectively.

Languages:
The mandatory language requirement for this position is an excellent command of one of the ILO's working languages (English, French, or Spanish). Additionally, a working knowledge of a second language is required, which enhances communication within the organization and with external stakeholders.

Additional Notes:
This position is a fixed-term contract located in Geneva, Switzerland. The recruitment process is subject to local regulations, and candidates must have valid residency status in Switzerland or reside in neighboring France. The entry-level salary for this position is 71,936 CHF yearly. The ILO values diversity and encourages applications from qualified individuals, including those with disabilities. Candidates may be tested on their skills in Microsoft Office applications and must complete an Assessment Centre as part of the selection process. The application deadline is set for midnight Geneva time on 30 November 2024.