International Labour Organization (ILO)

Senior Secretary (Administration)

International Labour Organization (ILO)

Job Description

Grade: G5 Vacancy no.: TEMP/CALL/GS/2021/01 Publication date: 1 March 2021 Application deadline (midnight Geneva time): 22 March 2021 Job ID: 5735 Department: JAAB Organization Unit: JAAB Location: Geneva Contract type: Temporary mobility assignment This is a temporary assignment until the end of the year. The recruitment process for General Service positions is subject to local recruitment 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.
  • External candidates*
The Office will facilitate the temporary re-assignment of a selected internal candidate to this position.

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.

*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 37,617 CHF yearly.

Introduction

This position reports to the Joint Advisory Appeals Board (the Board) and the Office of the Mediator (MEDIATOR). The Board is a body of peers established under article 10.5 of the Staff Regulations to assist the Director-General in taking any final administrative decision concerning any grievance filed in accordance with the applicable provisions of the Staff Regulations. The Office of the Mediator is an independent, impartial, neutral and confidential resource for resolving work-related problems through dialogue and mediation. It serves as an informal dispute resolution mechanism that plays no role in formal grievance procedures. Working under the direct supervision of the Executive Secretary of the Board and the Mediator, the incumbent will be required to provide a full range of advanced secretarial and administrative Support Services of a good quality and of a highly confidential nature, while exercising tact and sound judgement. The part-time (50%) activity is spread over five days per week.

Given the neutrality and confidentiality required for this part-time position, no other work assignment in the Office is compatible with it.

Specific Duties

For the Joint Advisory Appeals Board (40%):
  • Draft and send correspondence from the Board’s Secretariat to the parties concerned, by internal mail/post and/or e-mail, and acknowledge receipt of incoming mail, as appropriate.
  • During the examination of a grievance, prepare the full case files, transmit these to the members of the Board and send out invitations to meetings (face-to-face or online).
  • Dispatch the Board’s reports to the Director-General within the prescribed time limits and inform the Board of the Director-General’s final decision.
  • Maintain and update the case-tracking table on a daily basis.
  • Maintain and update the Board’s website and intranet/SharePoint sites.
  • Prepare transactions in the Integrated Resource Information System (IRIS), including external collaboration contracts, purchase orders and travel authorizations.
  • Assist with the formatting and editing of the Board’s annual report of activities.
For the Office of the Mediator (10%):
  • Assist with the production, translation and dissemination of the Mediator’s annual report.
  • Maintain the Mediator’s website and SharePoint site.
  • Organize the Mediator’s official travel (flights, visas, Security-clearance" id="link" class="link">Security Clearance).
  • Prepare administrative forms such as travel authorizations, travel claims, purchase orders, external collaboration contracts (including terms of reference) and purchase requisitions in IRIS, in Coordination with the Financial Certifying Officer and the different suppliers involved, as applicable.
  • Provide administrative support to the Office of the Mediator during workshops and webinars for the development and follow-up of the facilitators’ network, inter alia by organizing online meetings, preparing certificates and maintaining lists of facilitators.

Required qualifications

Education

Secondary school or commercial school.

Experience

Five to six years' secretarial experience.

Languages

Excellent knowledge of English and French including the ability to draft administrative correspondence in both languages. Knowledge of Spanish would be an advantage.

Competencies

In addition to the ILO core competencies, this position requires: Ability to use word processing, spreadsheet, presentation software and e-mail. Knowledge of house rules for the preparation of documents and of the use of filing systems. Ability to reply in an appropriate manner to telephone and in-person inquiries. Ability to work well with colleagues. Ability to organize own work. Ability to search internet. Ability to use other software packages required by the work unit. Knowledge of software necessary for updating websites may be required. Knowledge of procedures for creating and maintaining the file system. Knowledge of procedures for preparing administrative forms. Knowledge of an enterprise Resource Planning system. Ability to obtain services for completion of tasks from other work units inside or outside the Office. Ability to evaluate correspondence and inquiries for best course of action. Ability to search and retrieve information from databases and compile reports. Knowledge of procedures governing missions and other official travel. Ability to respond to requests from visitors. Ability to find general and reference material for others, to review requests to determine urgency and priorities, to respect the confidentiality of certain topics. Flexibility. Ability to work under time constraints. Strong sense of responsibility and sound judgment. Demonstrated ability to maintain confidentiality and to act with tact and discretion. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit ILO People and open the ILO Jobs module from the home page menu. The system provides instructions for online application procedures.

In the context of the current Covid-19 pandemic and in view of border and travel restrictions as well as ILO teleworking arrangements, the start date of contracts or transfers to temporary positions will have to be reconfirmed in the context of the evolution of the pandemic.

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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