General Information

Number: 13/2023

Grade: G 3

Contract Type: Fixed Term, Variable Budget. One year + extension subject to satisfactory performance

Application Deadline: 20/08/2023 (28 day(s) until closing deadline)

Organization unit: Social Protection, Governance and Tripartism Programme (SPGT)

Duty Station: Italy, Turin

The International Training Centre of the International Labour Organization (the Centre) is an equal opportunity employer and values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities.

This vacancy is being filled by competition in accordance with Article 1.2 and Annex H of the Staff Regulations of the Centre.

Recruitment for General Service positions is subject to local recruitment regulations in accordance with Article 1.4 of the Centre’s Staff Regulations. The Centre may only offer a contract to persons who have a valid residency status in Italy.

Conditions of employment are listed in the Additional Information section of the notice of vacancy.

INTRODUCTION

The International Training Centre of the International Labour Organization (the Centre) is the training arm of the ILO, the Specialized Agency of the United Nations which promotes social justice and human rights in the world of work. The Centre delivers training, learning and capacity development services to governments, employers’ and workers’ organizations, and other national and international partners, in support of decent work and sustainable development. Its mission is to be the leading provider of learning and training for the world of work. During the 2020-21 biennium, the Centre delivered about 2000 training activities and advisory services for around 130,000 people from over 180 countries.

The position is located in the Social Protection, Governance and Tripartism Programme (SPGT).

The Junior Training Activity Assistant performs a variety of routine office tasks in relation to training activities and other capacity development services organized and implemented by the SPGT Programme.

Functional responsibilities

The Junior Training Activity Assistant works under the general supervision of the Programme Manager and the direct supervision of one or more professional officers of the SPGT Programme.

Main responsibilities include: Administration

1. Provide secretarial and administrative support to the Unit for the implementation of training activities, projects and other capacity development services; liaise with internal or specialized translations service providers

2. Search for and assemble information and documents; input and extract data into/from corporate databases; maintain records and statistical data for training activities and standard reporting.

3. Prepare administrative requests or documents and initiate budget transactions as requested; report and provide clarifications to supervisor, monitor individual cases and participants/ collaborators’ contracts through completion/settlement.

Communication

4. Maintain internal and external contacts related to project activities; assist and liaise with course participants, tutors and external collaborators; assist in monitoring attendance and learning progress of participants via the learning management system (LMS); support the enrolment process in training activities and prepare and distribute digital certifications as instructed.

5. Assist in the multi-channel promotion of training and non-training activities and services; prepare and update informative material; develop and maintain distribution and mailing lists using corporate platforms and media.

Training Support

6. Support logistics for training and project implementation according to the activity delivery modality; set up virtual or physical training rooms; provide assistance to participants and consultants on the LMS system; update and upload on ITC digital platforms training material as instructed.

7. Perform other related duties as requested.

Qualifications required

Education

Completion of secondary school education.

Experience

Two years of office experience, preferably in an international environment.

Languages

Excellent working knowledge of one of the official working languages: English, French, Spanish.

Intermediate working knowledge of another official language is essential.

Knowledge of an additional language among the following French, Spanish, Arabic, Chinese, Italian, Portuguese or Russian would be an asset.

Core competencies

•  Adaptability: ability to adapt to major changes in work tasks or in the work environment.
•  Client service: ability to meet client (in-house and external) needs effectively. Tact, discretion, and courtesy in dealing with staff and visitors.
•  Collaboration: ability to develop and use collaborative relationships to achieve work goals. Ability to work harmoniously and effectively as a team member
•  Communication: ability to convey information to individuals and groups.
•  Initiative: ability to take prompt action to accomplish objectives, including beyond what is required.
•  Integrity: ability to maintain social, ethical and organizational norms and adhere to codes of conduct and ethical principles.
•  Knowledge management: ability to develop and update professional knowledge continuously, and to assimilate and apply new job related information in a timely manner.
•  Sensitivity to diversity: ability to accommodate cultural and gender differences to interact effectively with people of different cultures, establishing and maintaining effective working relations with people of different national and cultural backgrounds.

Level competencies

•  Managing work: ability to manage one’s time and resources effectively to ensure that work is completed efficiently. Excellent organizational skills, capacity to manage multiple tasks and cope with peak periods of work.
•  Quality orientation: accomplishing tasks by considering all areas involved no matter how small; showing concern for all aspects of the job; accurately checking processes and tasks.

Technical competencies

Full literacy in standard office software and ability to operate corporate IT functionalities to perform assigned responsibilities.

Familiarity with Enterprise Resource Planning software; communication technologies such as web conferencing systems and learning management systems are an asset.

Additional information

APPLICATIONS

All candidates must complete an online application form. To apply, please visit the ITCILO jobs webpage: https://www.itcilo.org/about/jobs

The System provides instructions for online application procedures

The deadline for receipt of applications is 20 August 2023 close of business (CET). No applications will be accepted after that date/time.

The following are eligible to apply:

– Internal candidates in accordance with paragraph 10 of Annex H of the Staff Regulations;

– External candidates who fulfil the requirements of Article 1.4 of the Staff Regulations: “A locally recruited official in the General Service category shall, for the purpose of these regulations, be defined as an official, irrespective of nationality, who at the time of the appointment has been residing for at least one year in Italy, provided that Italian nationals shall be treated as locally recruited, irrespective of the duration of such residence”.

RECRUITMENT PROCESS

Evaluation, which may include a written test, a competency-based assessment centre and interviews will tentatively take place in the two months following the application deadline.

Candidates are requested to ensure their availability should they be short listed for further consideration.

Depending on the location and availability of candidates, assessors and interview panel members, the Centre may use email and/or video or teleconference communication technologies for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests, or interviews.

External candidates under serious consideration for appointment will be subject to reference checks to verify the information provided in the application.

Candidates assessed by the Panel and considered eligible for appointment but who are not selected for this vacant post may be offered a temporary assignment to another position at the same or lower grade providing that they meet the minimum qualifications required.

CONDITIONS OF EMPLOYMENT

General Service Category, grade G.3, Fixed Term, Variable Budget

The selected candidate will be offered a fixed-term contract of one year which may be renewed, subject to a period of probation as established by Article 2.1 of the Staff Regulations.

The salary range of this grade is the following: Euros 34,222 p.a. (minimum) to Euros 52,464 p.a. (maximum).

Other allowances and benefits subject to specific terms of appointment: Pension and health insurance schemes, childrens allowance, 30 working days annual leave.