Grade: G4
Vacancy number: DC / ISSA / G / 2023/02 Publication date: September 25, 2023 Closing date ( midnight Geneva time): November 20, 2023
Job ID: 11283 Department: ISSA Unit: ISSA Destination place: Geneva Contract type: Determined duration
Contract duration: 12 months ( renewable for a maximum of three consecutive years )
Under article 4.2, paragraph ( e ) of the Staff Regulations, the recruitment of vacant positions in technical cooperation projects are not covered by Annex I of the Staff Regulations and are carried out by direct selection of the Director General.
In order to ensure that direct selection for the vacant position is based on the best possible decision-making process, the ILO invites interested candidates to apply online before the date indicated above.
They can submit their candidacy:
- Internal candidates, in accordance with the provisions of paragraphs 31 and 32 of annex I of the Staff Regulations.
- External candidates*
*The recruitment process for positions in the general services is subject to specific criteria of local recruitment. The ILO can only offer a contract to people who have a valid residence status in Switzerland or who currently reside in neighboring France.
The ILO welcomes the diversity of its staff and encourages the nominations of qualified women and men, with or without disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.
Appointments made under a technical cooperation contract do not confer career expectations in the ILO, an automatic renewal of the contract, nor the conversion of this with a view to contracting of different kinds in the Organization. A year of fixed-term contract will be awarded. In addition, the extension of technical cooperation contracts is subordinated to several conditions including: the availability of funds and the continued need for the functions performed, in addition to satisfactory performance and conduct.
*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: CHF 70,872 per year.
Introduction
The International Social Security Association ( AISS ) is the world’s leading international organization that brings together social security agencies and institutions. Created in 1927 under the auspices of the International Labor Organization, AISS brings together more than 320 member institutions in more than 150 countries.
The job is attached to the Department of Promotion and Member Services ( MSP ), which is the AISS Department in charge of communications, the website, publications, member participation activities and organization of events.
The MSP team is responsible for both logistics and event communication. In this sense, as events evolve rapidly, AISS needs to temporarily strengthen its capacity in this area. Funding for this position is limited to the current triennium, 2023-2025, and that position will be renewed annually for a maximum of three years.
The holder of the position will report to the Director of the MSP and will work closely with the Event Coordinator. In addition, it will be in charge of the administrative and technical logistics of AISS events, whether virtual or face-to-face. Likewise, the owner may be summoned to work in teams dedicated to specific tasks in order to contribute to AISS activities within its area of competence.
Description of tasks
- In the case of important AISS events, the holder of the position must participate in the organization of the event’s logistics: write the information on the website ( for example, practical information, accommodation ), format the program online, manage and update the list of speakers in Excel format, write, send and manage the responses to the speakers’ invitations, prepare the information for the mobile application of the event, among other tasks.
- Prepare toolkits ( card models, invitations, standard responses ) for events in at least three languages. Said tools must include sections written by the holder of the position.
- Provide support in events and secretarial work for AISS events. Tasks will include: answering questions and queries from members, solving problems with accessing online events, issuing attendance certificates, prepare material for events ( identification plates, insignia, presentations ), among others. You should also provide on-site support when required.
- Keep records related to event management in the relationship management system with AISS affiliates, in order to guarantee that the information is organized and easily accessible for consultation.
- Write, format and correct correspondence, reports, documents, lists of participants, among others. Edit, format and review ( materials such as PowerPoint presentations, letters, invitations, good practice presentations ) for AISS Good Practice events and Awards, in line with the Association’s Style guide.
- Contribute your contribution to the communication tools of AISS events: translate short texts into up to three languages.
- As appropriate to the position, you will need to perform a variety of other relevant functions and operational support activities in collaboration with other AISS work units in operational / administrative matters, as required, and, in particular, during events / meetings, conferences, general assemblies and other periods of maximum activity.
Required qualifications
Education
Complete secondary studies.
Experience
Four years of relevant professional experience at events or related work areas.
Languages
Excellent command of English and a second working language of the AISS ( German, Spanish or French ), as well as good practical knowledge of a third language ( German, Spanish or French ).
Competences
- Excellent organizational skills.
- Good knowledge of the procedures related to official correspondence and / or other conference services.
- Knowledge of the relevant computer databases.
- Ability to work effectively in stressful situations and to work under pressure without neglecting the details.
- Ability to treat interlocutors from different cultures with tact and diplomacy.
- Good communication skills ( oral and written ).
- Ability to manage time.
- Ability to work on your own initiative and as a team.
- Ability to work in a multicultural environment with a gender-sensitive and non-discriminatory attitude and behavior.
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.
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.