Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 30 de noviembre de 2024

Job Details

Job Posting Organization:
The International Labour Organization (ILO) was established in 1919 and is a specialized agency of the United Nations. Its mission is to promote social justice and fair labor practices worldwide. The ILO has a diverse workforce of over 3,000 employees and operates in more than 180 countries, focusing on improving labor standards, promoting decent work, and ensuring that all workers have access to their rights. The organization values diversity and encourages applications from qualified individuals regardless of gender, disability, or other factors.

Job Overview:
The Administrative Support position is situated within the Employment, Labour Markets and Youth Subdivision (EMPLAB) of the Employment Policy Department. The primary function of this role is to provide standard administrative and office support that contributes to the effective functioning and execution of the unit's activities within established deadlines. The responsibilities include maintaining correspondence, document preparation, administrative management, and assisting in information management and record-keeping. The role requires adherence to the ILO's administrative rules, regulations, policies, and procedures, ensuring that all tasks are performed in compliance with these standards. The position also involves a degree of operational autonomy, with the incumbent expected to consult their supervisor for guidance on non-routine matters.

Duties and Responsibilities:
The key duties and responsibilities for 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 of the unit; providing logistical and administrative support for meetings; staying informed about relevant rules, regulations, procedures, and office processes; receiving and/or registering incoming communications and forwarding them appropriately; responding to routine information requests; typing, formatting, and reviewing various documents for accuracy; drafting standard correspondence; preparing unofficial translations as needed; scheduling appointments and meetings; receiving and guiding visitors; assisting with official travel arrangements; maintaining and updating information management and record systems; processing routine transactions and tracking them in the institutional resource planning system (ERP); providing logistical and administrative support for meetings and events; maintaining office supplies and equipment; and 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; excellent command of one of the ILO's working languages (Spanish, French, or English) and practical knowledge of a second working language; and proficiency in general office procedures and the ability to work within applicable rules, regulations, policies, and procedures. Additionally, candidates should possess strong technical and personal competencies, including integrity, sensitivity to diversity, customer orientation, communication skills, and the ability to work effectively in a multicultural environment.

Educational Background:
Candidates must have completed secondary education. This foundational educational background is essential for understanding the administrative processes and procedures required for the role.

Experience:
A minimum of four years of relevant experience is required for this position. This experience should ideally be in an administrative support role within an office environment, demonstrating the ability to manage various administrative tasks effectively and efficiently.

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

Additional Notes:
The position is a fixed-term contract, and the starting salary for this role is 71,936 Swiss Francs per year. The recruitment process for GS positions is subject to local hiring regulations, and the ILO can only offer contracts to individuals with valid residency status in Switzerland or those currently residing in neighboring France. Candidates are required to complete an online application form and may be subject to assessments, including written tests and competency-based pre-interviews. The ILO does not charge any fees during the recruitment process and advises candidates to be cautious of fraudulent communications.