Administrative Support

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Position Title: Administrative Support
Location: Geneva
Country: Switzerland
Deadline Date: 12 mars 2025

Job Details

Job Posting Organization:
The position is within the International Labour Organization (ILO), specifically in the Regional Office for Europe and Central Asia. The 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, and it operates in over 180 countries with a workforce of approximately 3,300 employees. The organization focuses on creating decent work opportunities, enhancing social protection, and promoting rights at work.

Job Overview:
As a member of the team, the incumbent will provide a range of operational and administrative support services with a focus on efficiency, effectiveness, and customer service. These services will be delivered across various domains, including administrative and office support, human resources, finance, travel organization, and logistics. The role requires the use of the Organization's integrated management software (IMS) and involves ensuring compliance with established rules, regulations, policies, procedures, and directives. The incumbent will work under the supervision of the Administrator, EUROPE, with a moderate degree of autonomy in their work, which will be reviewed to ensure applicable standards are met.

Duties and Responsibilities:
The incumbent will be responsible for the following duties:

• Provide a comprehensive range of administrative and/or operational support services to ensure the smooth and effective functioning of the unit. This includes assessing needs, organizing, and executing tasks accordingly, and proposing improvements to work processes.
• Prepare, draft, and finalize general and administrative correspondence, ensuring the quality of outgoing documents (content accuracy, grammar, style, and compliance with applicable standards).
• Maintain the official travel plan for the unit, making necessary travel and accommodation arrangements, coordinating visa and security" style="border-bottom: 1px dotted #007bff !important;">security requirements, and handling administrative transactions.
• Prepare, process, and follow up on administrative actions in human resources and finance, ensuring information compliance with applicable standards. Enter complete data into the IMS and perform other support functions as needed.
• Execute operations for the authorization and commitment of expenditures, preparing contributions, generating reports, and compiling data to support optimal resource utilization and the establishment of program and budget documents.
• Coordinate and provide administrative and financial support services for meetings, workshops, and other events, ensuring timely preparation, translation, publication, and dissemination of documents. Draft meeting minutes and follow up on the implementation of decisions made.
• Ensure that the unit's filing systems are up-to-date, accessible, and efficient, updating websites and databases as necessary. Collect, synthesize, and present information and data on specific topics.
• Stay informed about changes in rules, regulations, policies, procedures, and administrative directives, informing staff and providing further clarification as needed. Guide less experienced staff regarding applicable standards and work methods.
• Perform and/or coordinate other general administrative tasks, such as attendance records, office space management, registration, inventory, and procurement. 1
• Carry out any other relevant tasks as requested.

Required Qualifications:
The minimum requirements for this position include:

• Completion of secondary education.
• Excellent command of English. Practical knowledge of another working language of the Organization (French or Spanish) is also required.
• At least five years of professional experience in general administration and administrative support. Experience in using an integrated management software (IMS) is essential.
• Knowledge and skills (both technical and behavioral) in general administrative support and operational areas, familiarity with ILO programs and activities, and proficiency in PC software (especially word processing, spreadsheets, and presentation software) such as Microsoft Office. In addition to the essential competencies defined by the ILO, this position requires: effectiveness in administrative support for organizing meetings and other events, ability to research, extract, and compile information from various sources, adaptability to new software and IT systems, strong writing skills, analytical abilities, attention to detail, discretion, and a sense of responsibility regarding confidential matters, interpersonal skills, tact, and diplomacy in interactions with others, and the ability to work in a multicultural environment while adopting non-discriminatory and gender-sensitive behavior.

Educational Background:
The educational background required for this position is the completion of secondary education. This foundational education is essential for understanding the administrative processes and procedures that the role entails.

Experience:
The position requires at least five years of professional experience in general administration and administrative support. This experience should include familiarity with integrated management software (IMS), which is crucial for executing the administrative functions of the role effectively.

Languages:
The mandatory language requirement for this position is an excellent command of English. Additionally, practical knowledge of another working language of the Organization, either French or Spanish, is also necessary to facilitate communication and documentation within the ILO's multilingual environment.

Additional Notes:
The contract type for this position is fixed-term. The recruitment process for general service positions is subject to local recruitment rules and the ILO's Staff Regulations. The ILO emphasizes diversity within its workforce and encourages applications from qualified women, men, and persons with disabilities. Candidates may be required to take knowledge tests in Microsoft Word, Excel, and/or PowerPoint, or other written assessments. External candidates will typically be recruited at the first step of the grade, with an entry-level salary of 78,737 CHF per year. All candidates must complete an online application form, and the evaluation process may include written tests and competency-based interviews, typically occurring 1 to 3 months after the application deadline. The ILO does not charge any fees during the recruitment process and does not require bank account information from applicants.