Grade: G6

Vacancy number: GENEVA / GS / 2023/09

Publication date: September 28, 2023 Closing date ( midnight Geneva time ): October 30, 2023

Job ID: 11289 Department: SOCPRO Unit: SOC / PPKS Destination place: Geneva Contract type: Determined duration

The recruitment process for GS positions is subject to local recruitment standards and article 4.3 of the ILO Staff Regulations. The ILO can only offer a contract to people who have a valid residence status in Switzerland or who currently reside in neighboring France.

They can participate:

•  ILO internal candidates, in accordance with paragraphs 31 and 32 of annex I to the Staff Regulations.
•  Personnel with more than five years of continuous service will be considered eligible; they are encouraged to apply and will be given special consideration in the application review and evaluation stages.
•  External candidates*

The ILO welcomes the diversity of its staff. Applications for qualified women and men are encouraged, regardless of whether or not they are disabled. If you cannot complete the online application form due to an disability, please send an email to ilojobs@ilo.org.

Candidates may be required to take a test to assess their knowledge in Microsoft Word, Excel and / or Power / Point, or other knowledge. In addition to interviews and exams that may be required of any candidate, all external candidates must pass the ILO Evaluation Center.

*Employment conditions for external candidates: In accordance with current ILO practice, the external candidate will normally be hired at the first level of that degree. The entry salary for this position is: 82568 Swiss francs per year.

Introduction

The position is located in the Programming, Alliances and Knowledge Exchange Unit ( SOC / PPKS ) of the Department of Social Protection ( SOCPRO ). SOCPRO is responsible for promoting greater coverage and effectiveness of social protection for all through efficient and sustainable comprehensive social protection systems, including social protection floors, in line with the Recommendation on social protection floors, 2012 ( no. 202 ), the Social Security Convention ( minimum standard ), 1952 ( no. 102 ) and other ILO social security standards. SOCPRO consists of four units: the Social Policy Unit, the Programming, Associations and Knowledge Exchange Unit, the Public, Actuarial and Statistical Finance Unit, and the Actuarial Services Unit.SOC / PPKS is responsible for effectively supporting the Department’s management and operations, coordinate the communication and dissemination of knowledge on social protection and provide technical and operational support to the ILO flagship program on the creation of social protection floors for all ( Program emblematic ). The unit also contributes to the development, resource mobilization, and implementation of the Department’s development cooperation projects, including in the context of the flagship Program. The post will provide specialized financial and administrative support services to SOCPRO in accordance with established work plans, financial rules and regulations for all sources of funds and will act as Fund Control Officer for SOCPRO. The position will depend on the Head of the Programming Unit,Associations and Knowledge Exchange. The incumbent will collaborate with other departments and services, including FINANCES, DRH, ACQUISITIONS, INTSERV and DCOMM, as well as with the CCI of Turin and other external services, as appropriate and as necessary.

Specific functions

one. Monitor and track all department-funded financial transactions, charged to all sources of funds, including close monitoring and control during the year-end and end-of-biennium exercises. 2. Periodically inform management, compare uncommitted resources with anticipated expenses, and identify potential future problems or necessary measures in a timely manner. Start changes in program allocation. 3. Coordinate with the field offices all administrative and financial operations initiated for joint activities and provide the necessary support. 4. Support development cooperation projects for the preparation of budget proposals, budget monitoring and budget reviews.Introduce development cooperation projects at IRIS. Introduce budgets and budget reviews in IRIS with the guidance of BUDFIN. 5. Support the organization of service procurement in accordance with ILO policies, standards and procedures. This includes providing guidance and verifying the documentation necessary for the contract, supporting the contracting process and supervising the issuance of purchase orders. 6. Provide support and guidance to all department staff on IRIS-related transactions and any administrative issues; guarantee transparency and consistency in the correct application, interpretation and adaptation of financial rules, regulations and procedures.Participate in FCO meetings and guarantee the dissemination of the latest financial and administrative developments and ensure that these developments are applied in the department. 7. Monitor the dates of department staff contracts. Prepare the APs and guarantee that all the financial actions and obligations necessary for the hiring and / or transfer of personnel are carried out in due time. Prepare the Extended Staffing Tables of the department and support the preparation of the RB Diversion Tables, in accordance with the overall deadlines of the Office. 8. Provide support in monitoring the status of development cooperation projects and programs for social protection in the Results Tracking Tool ( RMT ) and update web platforms of the department.Provide analysis and information for reporting. 9.. Serve as the Learning Coordinator for SOCPRO, including the proactive dissemination of information about the courses taught by HRD; prepare staff development forms for the courses; review staff development requests; supervise staff development funds; and provide HRD with an activity and expense report. 10. Act as a focal point for SOCPRO practices. This includes the dissemination of information to department staff, participation in the selection of candidates, carrying out the necessary administrative procedures, liaison with HRD and INTSERV, etc. eleven. Perform other pertinent tasks assigned to you. Serve as the Learning Coordinator for SOCPRO, including the proactive dissemination of information about the courses taught by HRD; prepare staff development forms for the courses; review staff development requests; supervise staff development funds; and provide HRD with an activity and expense report. 10. Act as a focal point for SOCPRO practices. This includes the dissemination of information to department staff, participation in the selection of candidates, carrying out the necessary administrative procedures, liaison with HRD and INTSERV, etc. eleven. Perform other pertinent tasks assigned to you. Serve as the Learning Coordinator for SOCPRO, including the proactive dissemination of information about the courses taught by HRD; prepare staff development forms for the courses; review staff development requests; supervise staff development funds; and provide HRD with an activity and expense report. 10. Act as a focal point for SOCPRO practices. This includes the dissemination of information to department staff, participation in the selection of candidates, carrying out the necessary administrative procedures, liaison with HRD and INTSERV, etc. eleven. Perform other pertinent tasks assigned to you. prepare staff development forms for the courses; review staff development requests; supervise staff development funds; and provide HRD with an activity and expense report. 10. Act as a focal point for SOCPRO practices. This includes the dissemination of information to department staff, participation in the selection of candidates, carrying out the necessary administrative procedures, liaison with HRD and INTSERV, etc. eleven. Perform other pertinent tasks assigned to you. prepare staff development forms for the courses; review staff development requests; supervise staff development funds; and provide HRD with an activity and expense report. 10. Act as a focal point for SOCPRO practices. This includes the dissemination of information to department staff, participation in the selection of candidates, carrying out the necessary administrative procedures, liaison with HRD and INTSERV, etc. eleven. Perform other pertinent tasks assigned to you. participation in the selection of candidates, carrying out the necessary administrative procedures, liaison with HRD and INTSERV, etc. eleven. Perform other pertinent tasks assigned to you. participation in the selection of candidates, carrying out the necessary administrative procedures, liaison with HRD and INTSERV, etc. eleven. Perform other pertinent tasks assigned to you.

Estas funciones específicas se ajustan a la descripción genérica del puesto correspondiente de la OIT, que comprende las funciones genéricas siguientes: Funciones genéricas

•  Responsabilizarse de la planificación y del control del empleo de los fondos de la unidad de trabajo. Participar en la preparación del Programa y del Presupuesto.
•  Llevar a cabo las actividades necesarias para autorizar y efectuar gastos derivados de todo tipo de financiación, así como para garantizar la utilización racional de dichos fondos. Dentro de esta función se incluye realizar cálculos, solicitar fondos, verificar documentos justificativos y efectuar pagos.
•  Conservar documentos/archivos detallados de todas las actividades administrativas y actualizar las bases de datos.
•  Control the accounts of the work unit related to allocations and expenses, as well as make adjustments to optimize the use of funds. Maintain monitoring, control and / or reporting systems for allocations and expenditures, analyze expenditures, and formulate proposals for corrective action. Draft administrative correspondence for budgetary matters for the signature itself.
•  Participate in the preparation of evaluation reports of projects or programs. You can act as an official in charge of the certification of the work unit.
•  Organize meetings and seminars to be held in Geneva or elsewhere. This function includes the preparation of budgets, the coordination of trips and accommodation of the participants, the payment of the Daily Subsistence Grant, recruitment and payment of external workers and drafting of necessary correspondence or, at official conferences, recruitment of appropriate staff and organization of the secretariat.
•  Iniciar el procedimiento para la contratación o el traspaso del personal, los expertos y los consultores, incluyendo la introducción de la información contractual en una base de datos, la redacción de la correspondencia y el mantenimiento de los archivos. Participar en la redacción de las descripciones de puestos de trabajo. Supervisar las actividades de contratación. Se le puede solicitar que verifique que el trabajo realizado por los consultores externos ha sido terminado.
•  Examinar casos complejos y formular recomendaciones sobre cómo mejorar los procedimientos de trabajo en la unidad de trabajo.
•  Clarificar y explicar una amplia diversidad de normas y procedimientos administrativos, así como coordinar actividades de seguimiento con diversas secciones administrativas.
•  Act as a certification officer in the corresponding work program.
•  Inform staff, experts and consultants about administrative procedures. Answer questions that are asked both from within the organization and outside it. Conduct research to answer those questions. Participate in internal meetings to provide information on administrative matters.
•  Periodically prepare administrative statistics, reports and correspondence.

Required qualifications

Education

Complete secondary education plus specialized training in a relevant field.

Experience

At least six years of experience in preparing financial transactions, applying and interpreting financial rules, regulations and procedures.

Languages

Excellent command of two working languages ( English, French and Spanish ) of the Organization. A third language would be an advantage.

Competences

Good knowledge of the rules and regulations governing the area of specialization ( finances, personnel, relationships, publications ); good knowledge of the organization’s work programs; good writing ability in at least two languages; good analytical skills; demonstrated ability to prepare administrative reports and statistics; ability to provide training and guidance on administrative rules and procedures to junior staff members, excellent time management and supervisory skills; ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behavior and attitudes.

Recruitment process

Please note that candidates must fill out an online form. To apply, visit the ILO e-procurement site, ILO Jobs: https://jobs.ilo.org/ . The system will indicate the steps you must follow to submit your application online.

Assessments ( which may include one or more written tests and a competency-based pre-interview ) and interviews will be conducted, in principle, between 1 to 3 months after the closing date. Candidates must guarantee their availability in case of pre-selection.

Fraud danger

The ILO does not charge expenses at any stage of the selection process: presentation of the application, interview, processing or training. Messages that do not come from ILO email addresses should not be taken into account- ilo@org. Furthermore, the ILO does not require or require bank details of the candidates.