Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 31 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, and it operates in over 180 countries with a workforce of around 3,300 employees. The organization focuses on promoting rights at work, encouraging decent employment opportunities, enhancing social protection, and strengthening dialogue on work-related issues. The ILO is committed to diversity and encourages applications from qualified women, men, and persons with disabilities.

Job Overview:
The Administrative Support position within the Employment, Labour Markets and Youth (EMPLAB) unit of the Employment Policy Department is crucial for the effective and timely execution of administrative tasks. The role involves a variety of responsibilities including preparing correspondence and documents, managing information and records, and providing logistical support for meetings. The successful candidate will be expected to adhere to the ILO's administrative rules and procedures while maintaining a high standard of work. This position requires a proactive approach to managing tasks and a commitment to supporting the unit's objectives in improving employment outcomes globally.

Duties and Responsibilities:
The key responsibilities of the Administrative Support role include executing various administrative tasks such as preparing correspondence and documents, managing information and records, and providing logistical support for meetings. The incumbent will be responsible for staying informed about relevant administrative rules and procedures, ensuring compliance in all tasks. They will handle incoming communications, respond to inquiries, and assist in the preparation of translations and web content. Additionally, the role involves organizing appointments and meetings, maintaining office supplies, and managing office relocations. The Administrative Support will also be required to process transactions using the integrated management software (ERP) and assist in maintaining the unit's information management systems.

Required Qualifications:
Candidates must have completed secondary education and possess at least four years of relevant professional experience. A strong understanding of general administrative procedures and the ability to work within the applicable rules and regulations is essential. Proficiency in using office software, particularly Office 365 (Word, Excel, PowerPoint, Teams), is required, along with familiarity with document management systems like SharePoint. The candidate should demonstrate excellent communication skills and the ability to work effectively in a multicultural environment.

Educational Background:
The minimum educational requirement for this position is the completion of secondary education. Additional qualifications or certifications in administration or related fields would be advantageous but are not mandatory.

Experience:
Candidates should have a minimum of four years of relevant professional experience in administrative support roles. Experience in an international organization or a similar environment would be beneficial, as it would provide familiarity with the specific administrative processes and cultural dynamics of such organizations.

Languages:
Fluency in one of the ILO's working languages (English, French, or Spanish) is required, along with practical knowledge of a second working language. This linguistic proficiency is essential for effective communication within the organization and with external stakeholders.

Additional Notes:
This position is a fixed-term contract and is classified at the G4 grade level. The entry-level salary for this grade is 71,936 CHF per year. The recruitment process is subject to local recruitment rules, and only candidates with valid residency status in Switzerland or those residing in neighboring France are eligible to apply. The ILO emphasizes diversity and encourages applications from qualified individuals regardless of gender or disability status. The recruitment process may include written assessments and interviews, and candidates should be prepared for potential evaluations within 1 to 3 months following the application deadline.