Job Description

Grade: G4 Vacancy no.: DC/ISSA/G/2021/01 Publication date: 12 April 2021 Application deadline (midnight Geneva time): 4 May2021 Job ID: 5895 Department: ISSA Organization Unit: ISSA Location: Geneva Contract type: Special Short Term (5 months and 3 weeks) The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.

The following are eligible to apply:
  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
  • Other staff members with at least five years of continuous service with the Office are also eligible. They are encouraged to apply and will be given special consideration at the screening and evaluation stage.
  • External candidates *
The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills. In addition to any interview or testing that may be requested of candidates, successful completion of the Assessment Centre is required for external candidates.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 5728.33 CHF monthly.

Introduction

The International Social Security Association (ISSA) is the world's leading international organization for social security institutions, Government Departments and agencies. Founded in 1927 under the auspices of the International Labour Organization, the ISSA counts more than 320 member organizations in close to 160 countries.

This position is located in the Member Services and Promotion (MSP) Branch of the ISSA.

The objective of the position is to ensure the provision of administrative Support Services to the events and communications teams within MSP.

Reporting lines: 

The incumbent reports to the Director of the MSP Branch.

Description of Duties

Specific Duties

  • Provide general secretariat support services for online events organized by ISSA (e.g. webinars, Regional Social Security Forums, e-workshops and other events).
  • Assist, as necessary the events team in use of the Client Relation Management system, including registration of participants, draft of standard correspondence based on established templates, replies to member requests to help with tasks related to events.
Generic duties and responsibilities:

  • Provide general secretarial support in the implementation of MSP projects and on-going activities. This includes drafting of a variety of standard correspondence in English and typing in another language(s). Corrects syntax, punctuation, and grammar as well as the proper formatting of material and documents prepared by others to conform to established style guides in English language.
  • Screen, log as necessary, and redirect email and correspondence. Inform and remind responsible staff of follow-up dates and monitor deadlines for response for specific actions.
  • Maintain MSP filing and reference systems in collaboration with professionals and the Branch Director, and comply with the orderly organization of the drive of MSP Branch. Search and provide relevant information and Branch documents upon request.
  • Liaise, as necessary, with other branches and units in the implementation and completion of tasks.
  • As appropriate to the position, may be called upon to perform a range of basic administrative support activities in collaboration with other work units of the ISSA as required, and in particular during events and other peak periods.

Required qualifications

Education

Secondary school or commercial school.

Experience

At least four years of secretarial experience.

Languages

Excellent knowledge of the English language, and good working knowledge of a second official language (French, Spanish or German).

Competencies

Ability to use word processing software and e-mail.. Ability to reply in an appropriate manner to email enquiries. Ability to work well with colleagues. Ability to organise own work. Ability to search internet. Ability to use other software packages required by MSP branch. Knowledge of procedures for preparing administrative correspondence. Ability to obtain services for completion of tasks from other work units inside or outside the MSP branch. Ability to evaluate correspondence and enquiries for best course of action. Knowledge of house rules for the preparation of documents and of the use of filing systems.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

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