Office Support Assistant

Job Advertisement

Position Title: Office Support Assistant
Location: Geneva
Country: Switzerland
Deadline Date: 3 March 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 and working conditions globally. The ILO values diversity and inclusion, welcoming applications from qualified individuals regardless of gender, disability, or other factors.

Job Overview:
The Office Support Assistant position is situated within the Gender, Equality, Diversity and Inclusion Branch (GEDI) of the Conditions of Work and Equality Department (WORKQUALITY). The primary function of this role is to provide comprehensive office and administrative support that ensures the efficient operation and timely execution of the unit's activities. This includes managing correspondence, preparing documents, processing administrative actions, and supporting information and records management. The incumbent will be expected to apply relevant ILO administrative rules and procedures while maintaining a high standard of work quality and timeliness. The role requires a proactive approach to managing tasks and responsibilities, ensuring that the organizational unit's priorities are met effectively.

Duties and Responsibilities:
The Office Support Assistant will be responsible for a variety of key tasks, including but not limited to: performing office support tasks such as correspondence and document preparation; managing information and records; monitoring communication channels; providing logistical and administrative support for meetings; ensuring compliance with office rules and regulations; receiving and registering incoming communications; responding to routine information requests; typing, formatting, and proofreading documents; drafting standard correspondence; preparing translations; uploading content to webpages; scheduling appointments and meetings; welcoming and guiding visitors; assisting with travel arrangements; maintaining office supplies; processing transactions in the ERP system; and performing other relevant duties as assigned. The role requires attention to detail, effective communication skills, and the ability to work independently while consulting with the supervisor on non-standard issues.

Required Qualifications:
Candidates must possess a completion of secondary school education and a minimum of four years of relevant experience in office support or administrative roles. The ideal candidate should demonstrate a strong understanding of general office procedures and the ability to work within applicable rules and regulations. Proficiency in computer software packages, particularly Office 365 (Word, Excel, PowerPoint, Teams), is essential. Familiarity with SharePoint or other document management systems, as well as experience with enterprise resource planning (ERP) systems, is also required. Candidates should exhibit strong attention to detail, tact, and the ability to work effectively in a multicultural environment.

Educational Background:
The minimum educational requirement for this position is the completion of secondary school education. This foundational education is critical for understanding the administrative and operational tasks associated with the role, as well as for effective communication and document management.

Experience:
Candidates should have a minimum of four years of relevant experience in office support or administrative roles. This experience should include a demonstrated ability to manage a variety of office tasks, maintain records, and provide logistical support for meetings and events. Experience in a multicultural environment and familiarity with international organizations would be advantageous.

Languages:
The position requires an excellent command of one of the ILO's working languages, which include English, French, and Spanish. Additionally, candidates should possess a working knowledge of a second working language. This linguistic proficiency is essential for effective communication within the organization and with external stakeholders.

Additional Notes:
The position is a fixed-term contract, and the recruitment process is subject to local regulations. Candidates must have valid residency status in Switzerland or currently reside in neighboring France to be eligible for this position. The entry-level salary for this role is 71,936.00 CHF per year. The ILO emphasizes diversity and encourages applications from qualified individuals, including those with disabilities. The recruitment process may include written tests and a competency-based assessment center, and candidates should ensure their availability for interviews following the application deadline.