Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 3 mars 2025

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 position of Administrative Support is critical to the effective functioning of the Gender, Equality, Diversity, and Inclusion (GEDI) unit within the Work Quality department. The incumbent will perform various administrative and clerical tasks that are essential for the timely execution of the unit's activities. This includes preparing correspondence and documents, managing information and files, and providing logistical support for meetings. The role requires a thorough understanding of the ILO's administrative rules, policies, and procedures, ensuring compliance in all tasks. The Administrative Support will also be responsible for maintaining communication channels and assisting in the organization of official travel and meetings, thereby contributing to the overall efficiency of the unit.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Support include executing various administrative tasks such as preparing correspondence and documents, managing information and files, and providing logistical support for meetings. The incumbent will stay informed about relevant administrative rules and procedures, ensuring that all work complies with these standards. Responsibilities also include receiving and recording incoming communications, responding to inquiries, and ensuring the accuracy of documents through proofreading and formatting. The role involves organizing meetings, managing office supplies, and assisting with office relocations. The Administrative Support will also be responsible for maintaining information management systems and processing transactions using the integrated management software (ERP). Additional tasks may be assigned as necessary to support the unit's operations.

Required Qualifications:
Candidates must have completed secondary education and possess at least four years of relevant professional experience. The role requires excellent organizational skills, attention to detail, and the ability to work effectively in a multicultural environment. Candidates should demonstrate integrity, transparency, and a commitment to diversity and inclusion. 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 communication skills and the ability to draft correspondence accurately are also required.

Educational Background:
The minimum educational requirement for this position is the completion of secondary education. Candidates with further education or specialized training in administration or related fields will be considered favorably.

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 is advantageous. The ability to manage multiple tasks and prioritize effectively in a fast-paced setting is essential for success in this role.

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. Proficiency in additional languages is considered an asset and may enhance a candidate's application.

Additional Notes:
This position is a fixed-term contract based in Geneva, Switzerland. The ILO emphasizes the importance of diversity in its workforce and encourages applications from all qualified individuals. The starting salary for this grade is 71,936 CHF per year. Candidates are required to complete an online application form and may be subject to written tests and interviews as part of the recruitment process. The ILO does not charge any fees during the recruitment process and advises candidates to be cautious of fraudulent communications.