Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 3 de marzo de 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 ensure that labor standards are upheld globally, advocating for decent work for all. The organization operates in over 180 countries and employs thousands of staff members dedicated to improving labor conditions and promoting rights at work. The ILO is committed to diversity and inclusion within its workforce, encouraging applications from qualified individuals regardless of gender or disability status.

Job Overview:
The position of Administrative Support is situated within the Gender, Equality, Diversity, and Inclusion (GEDI) subdivision of the Work Quality Department. The primary objective of this role is to perform a variety of standard administrative and office support tasks that contribute to the effective functioning and timely execution of the unit's activities. Responsibilities include maintaining correspondence, preparing documents, executing administrative tasks, assisting in information management, and supporting meetings. The role requires adherence to the ILO's administrative rules, regulations, policies, and procedures, ensuring that all work aligns with established standards. The incumbent will work closely with both internal staff and external visitors, providing necessary information and support as required.

Duties and Responsibilities:
The Administrative Support role encompasses a wide range of duties, including but not limited to: maintaining correspondence and preparing documents; assisting in information management and record-keeping; monitoring communication channels within the unit; providing logistical and administrative support for meetings; staying informed about relevant rules, regulations, procedures, and office processes; receiving and registering incoming communications; responding to routine information requests; typing, formatting, and reviewing various documents for accuracy; drafting standard correspondence; preparing unofficial translations; uploading content to websites; scheduling appointments and meetings; welcoming and guiding visitors; assisting with official travel arrangements; preparing routine cost estimates; maintaining and updating information management systems; processing routine transactions within the institutional resource planning system (ERP); providing logistical support for meetings and events; preparing and sending invitations, agendas, and other materials; setting up meeting facilities and equipment; assisting participants with basic inquiries; maintaining office supplies and equipment; updating inventories and ordering necessary materials; facilitating office relocations; and performing other related tasks as assigned.

Required Qualifications:
Candidates must possess a complete secondary education. A minimum of four years of relevant experience is required. The role demands excellent command of one of the ILO's working languages (Spanish, French, or English) and practical knowledge of a second working language. Additionally, candidates should demonstrate strong technical and personal competencies, including integrity, sensitivity to diversity, customer orientation, effective communication, adaptability, accountability, quality orientation, and collaboration. Knowledge of general office procedures and the ability to work within applicable rules and regulations are essential. Proficiency in Office 365 (Word, Excel, PowerPoint, Teams) and familiarity with SharePoint or other document management systems are also required. Candidates should have a good aptitude for working with ERP systems and be able to navigate various office tools and web platforms effectively.

Educational Background:
The minimum educational requirement for this position is the completion of secondary education. This foundational education is essential for understanding the administrative processes and tasks associated with the role.

Experience:
Candidates are expected to have a minimum of four years of relevant experience in administrative support or a similar field. This experience should demonstrate the ability to perform the duties outlined in the job description effectively and efficiently, showcasing a strong understanding of office procedures and administrative practices.

Languages:
The position requires excellent command of one of the ILO's working languages, which include Spanish, French, or English. Additionally, candidates should possess practical knowledge of a second working language, enhancing their ability to communicate effectively in a multicultural environment.

Additional Notes:
The contract for this position is of a fixed duration, and candidates must have valid residency status in Switzerland or currently reside in neighboring France to be eligible. The ILO values diversity and encourages applications from qualified individuals regardless of gender or disability status. The starting salary for this position is 71,936 Swiss Francs per year. Candidates must complete an online application form and may be required to take assessments to evaluate their knowledge of Microsoft Office applications. The recruitment process will include interviews and assessments, which may take place 1 to 3 months after the application deadline. It is important to note that the ILO does not charge any fees during the recruitment process and candidates should be cautious of fraudulent communications.