Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 10 December 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 of approximately 3,300 employees. The ILO is committed to promoting diversity and inclusion within its workforce, welcoming applications from qualified individuals regardless of gender, disability, or other factors.

Job Overview:
The Administrative Support position is situated within the Department Support Team (DST) of the Internal Services and Administration Department (INTSERV) at the ILO. The primary function of this role is to provide comprehensive administrative support to the security" style="border-bottom: 1px dotted #007bff !important;">Security Unit and other units within the department as needed. The incumbent will be responsible for a variety of standard office tasks that are crucial for the efficient operation of the organizational unit. This includes managing correspondence, document preparation, administrative actions, and information management. The role requires adherence to ILO administrative rules and procedures, ensuring that all tasks are completed in a timely and accurate manner. The incumbent will also be expected to maintain effective communication with both internal and external stakeholders, facilitating the smooth flow of information and support for meetings and events.

Duties and Responsibilities:
The key duties and responsibilities of the Administrative Support position include: performing a variety of office support tasks such as correspondence and document preparation; managing information and records; monitoring communication channels; providing logistical and administrative support for meetings; keeping informed of office rules and procedures; receiving and registering incoming communications; drafting standard correspondence; scheduling appointments and meetings; assisting with travel arrangements; maintaining and updating filing systems and databases; processing transactions in the ERP system; providing logistical support for events; maintaining office supplies and equipment; and performing other relevant duties as assigned. The incumbent will also be expected to demonstrate attention to detail, ensuring accuracy in all tasks and maintaining a high standard of professionalism in interactions with colleagues and external contacts.

Required Qualifications:
The position requires a minimum of four years of relevant experience in administrative support or a similar role. Candidates must possess excellent organizational skills, attention to detail, and the ability to work independently while also being a team player. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) is essential, along with familiarity with document management systems such as SharePoint. Candidates should also have a good understanding of office procedures and the ability to navigate ERP systems effectively. Strong communication skills and the ability to draft standard correspondence are also required.

Educational Background:
Candidates must have completed secondary school education. Additional qualifications or certifications in office administration or related fields would be advantageous but are not mandatory.

Experience:
A minimum of four years of relevant experience in administrative support or a similar role is required. This experience should include tasks related to office management, correspondence handling, and logistical support for meetings and events. Familiarity with the operations of international organizations or similar environments would be beneficial.

Languages:
Candidates must have an excellent command of one of the ILO's working languages (English, French, or Spanish) and a working knowledge of a second language. Proficiency in both written and spoken forms of these languages is essential for effective 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 per year. The ILO values diversity and encourages applications from qualified individuals, including those with disabilities. Candidates may be required to undergo skills assessments in Microsoft Office applications as part of the recruitment process. The evaluation process may include written tests and competency-based assessments, with interviews tentatively scheduled for 1 to 3 months following the application deadline.