Administrative Support

Job Advertisement

Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 12 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 of approximately 3,500 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 Regional Office for Europe and Central Asia (RO-Europe and Central Asia) of the ILO, which is responsible for overseeing the organization's activities in the region. The incumbent will provide a comprehensive range of operational and administrative support services, ensuring that these services are delivered efficiently, effectively, and with a client-oriented approach. The role requires the application of established rules, regulations, policies, and procedures to recommend appropriate actions in various administrative areas. The incumbent will work under the supervision of the Administrator, EUROPE, and will be expected to operate with a moderate degree of independence, focusing on the timeliness and quality of outputs.

Duties and Responsibilities:
The key duties and responsibilities of the Administrative Support position include:

• Providing a range of administrative and operational support services to ensure the smooth functioning of the work unit, including evaluating requirements and proposing improvements to work processes.
• Preparing, drafting, and finalizing general and administrative correspondence, ensuring quality control of outgoing documents.
• Maintaining the official travel plan for the work unit, making travel arrangements, and processing administrative transactions.
• Initiating and processing HR and finance administrative actions, ensuring compliance with applicable standards.
• Authorizing and effectuating expenditures, preparing inputs, and compiling data for budget utilization.
• Coordinating administrative and financial support for meetings and events, ensuring timely preparation and dissemination of documents.
• Maintaining efficient filing systems and updating websites and databases.
• Keeping abreast of changes to administrative rules and providing guidance to junior staff.
• Performing general administrative duties related to attendance, office space, and procurement. 1
• Carrying out other relevant duties as assigned.

Required Qualifications:
The position requires the following qualifications:

• Completion of secondary school education.
• Excellent command of English and working knowledge of a second working language of the Organization (French or Spanish).
• Minimum of five years of general administration and office support work experience, including experience with an enterprise resource planning (ERP) system.
• Knowledge of general office support and operational areas, as well as good knowledge of PC software, including Microsoft Office.
• Competencies in integrity, sensitivity to diversity, client orientation, communication, and collaboration.

Educational Background:
The educational background required for this position is the completion of secondary school education. This foundational education is essential for understanding and executing the administrative tasks associated with the role.

Experience:
Candidates must have a minimum of five years of experience in general administration and office support work. This experience should include familiarity with enterprise resource planning (ERP) systems, which are crucial for managing administrative processes efficiently.

Languages:
The mandatory language requirement for this position is an excellent command of English. Additionally, a working knowledge of a second language of the Organization, such as French or Spanish, is also required, which enhances communication within the diverse international environment of the ILO.

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 78,737 CHF yearly. The ILO values diversity and encourages applications from qualified individuals, including those with disabilities. The recruitment process includes an online application form, and candidates may be tested on their skills in Microsoft Office applications. The evaluation process may involve written tests and competency-based assessments, with interviews tentatively scheduled for 1 to 3 months following the application deadline.