Senior Secretary (Administration), Geneva, Switzerland At International Labour Organization (ILO)


the International Labour Organization (ILO)
Closing date: Monday, 30 October 2023

Grade: G5

Vacancy no.: GENEVA/GS/2023/08

Publication date: 28 September 2023 Application deadline (midnight Geneva time): 30 October 2023

Job ID: 11286 Department: ENTERPRISES Organization Unit: SME Location: Geneva Contract type: Fixed Term

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 75384 CHF yearly.

Introduction

The position is located in the Small and Medium Enterprises Unit (SME) of the Department of Sustainable Enterprises, Productivity and Just Transition (ENTERPRISES). Within the Department’s mandate to promote sustainable enterprises, the SME Unit seeks to unlock the potential of creating more and better jobs in small businesses – a sector which provides the bulk of all employment. The unit is working with governments, social partners, the private sector as well as other relevant stakeholders and partners on fostering entrepreneurship, enterprise formalization and productivity in SMEs, through improving the enabling environment and the inclusivity of markets. (for more details see www.ilo.org/sme ). The Senior Secretary (Administration) performs a full range of advanced secretarial support to the Unit Head, as well as professional staff in the SME Unit. The position reports to the Unit Head.

Specific Duties

1. Assist the Head of SME Unit by drafting general and administrative correspondence, maintaining the calendar, arranging meetings, and making travel arrangements. 2. Keep track of resources (regular budget, RBTC, RBSA and extra-budgetary funded projects) to support the unit head and team leads in making optimal utilization of the budget. Initiate and process administrative forms such as travel authorizations, travel claims, external collaborator contracts, purchase orders in the ILO’s Oracle-based Enterprise resource planning (ERP) system and ensure follow-up with the relevant administrative services for their processing. 3. Provide support in planning and organizing meetings and seminars (providing cost estimates, making travel arrangements and drafting routine correspondence). Arrange for incoming visits by experts, constituents and partners, including office accommodation, support material, etc. 4. Review, proofread and correct correspondence, working papers, reports, briefs and factsheets in compliance with the ILO house style manual. Format documents. Liaise with translators or editors if needed. Liaise with the Publications Production Unit for quotes and graphic design/layout of publications and other materials and follow up on the production of publications. Prepare ISBN requests for report covers, maintain report stocks, dispatch reports and papers as required.

5. Assist in updating/editing the relevant webpages of the SME Unit 6. Maintain the files and administrative documents of SME unit, including contracts, travel documents, reports and publications. Support the compilation of reference material required for project documents and evaluations. 7. Perform and/or coordinate other general administrative tasks such as those related to attendance and flexible working arrangements, maintaining office supplies and placing orders as required. 8. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. 9. Perform other relevant duties as assigned.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties: Generic Duties

  •  Analyse, record, assign or monitor the distribution of mail, correspondence (often confidential), and documents to staff of the work unit. Recommend deadlines and follow-up dates, and coordinate responses. Follow up on the status of work in progress involving the preparation of correspondence and reports.
  •  Draft administrative correspondence in two languages. Review and correct correspondence, reports, documents prepared by other staff for format, spelling and grammar, especially for the signature of the supervisor. Provide informal translation of correspondence into one language.
  •  Create and maintain the work unit’s filing and reference systems, whether manual or automated. Create background files on assigned subjects in consultation with professional staff, determine the nature of the supervisor’s needs and compile appropriate reference material.
  •  Provide administrative support for meetings and conferences held in or outside Geneva. Attend meetings and take notes and draft minutes as required. Maintain the travel plan of the work unit, make travel arrangements, monitor travel planned and undertaken and prepare related updates to track use of funds. Provide orientation and guidance on procedures to other general service staff. Monitor staff movements, leave and entitlements. Establish work priorities and ensure equitable workloads for other general services staff members.
  •  Screen requests for appointments with supervisor according to the nature of the requests and their urgency, make tentative commitments, confirm mutually convenient schedules and rearrange schedules disrupted by unexpected events. Identify alternative means for referring and handling outside inquiries by the incumbent’s or other work units.
  •  Word process statements, reports, studies including statistical tables, etc. from manuscripts and other sources using a variety of software. Searches databases in order to trace status and progress of cases of particular interest to the supervisor and to request updated standard management reports and statistics. May be required to update websites.

Required qualifications

Education

Secondary school or commercial school.

Experience

Five years of relevant experience.

Languages

Excellent command of two work languages (English, French, Spanish) of the Organization, including the ability to draft administrative correspondence in both languages.

Competencies

Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office. Ability to reply in an appropriate manner to telephone and in-person inquiries. Discretion in dealing with confidential matters. Ability to work well with colleagues. Ability to organize own work. Ability to search internet. Knowledge of software necessary for updating websites may be required. 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. Ability to respond to requests from delegates or other visitors. Ability to determine relevant background and reference material for others to screen requests for urgency and priorities and to keep confidentiality. 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 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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