Grade: G5
Vacancy no.: GENEVA/GS/2023/19
Publication date: 12 December 2023
Application deadline (midnight Geneva time): 15 January 2024
Job ID: 11469
Department: GOVERNANCE
Organization Unit: DIALOGUE
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:
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 77 571 CHF yearly.
The position is to be filled within the Social Dialogue and Tripartism Unit (DIALOGUE) of the Governance and Tripartism Department. The overall mandate of the DIALOGUE Unit is to assist Member States in establishing and strengthening institutional and legal frameworks for social dialogue and tripartite cooperation between and among governments and representative employers' and workers' organizations, to strengthen the capacity of social dialogue actors and to increase the role and impact of social dialogue and tripartism in the design of labor, economic and social policies with a view to advancing social justice and decent work for all.
The incumbent provides a range of administrative support services to members of the DIALOGUE unit. These services are provided in various areas: administrative support, finance, organization of travel and meetings, website. The incumbent ensures the rigorous application of rules, regulations, policies, procedures and guidelines established to recommend the course of action in the area(s) under his/her responsibility.
The incumbent works under the supervision of the Head of DIALOGUE.
1. Ensure the preparation and processing of administrative actions such as personnel actions (PA), travel authorizations (TA), purchase orders (PO), contracts for external collaborators, service contracts for the regular budget and development cooperation projects and verifying that the information complies with applicable standards. This includes entering completed data into the Integrated Resource Information System (IRIS) as well as follow up with relevant administrative departments for processing.
2. Control the quality of outgoing documents (formatting, grammar, style and compliance with applicable standards). Monitor the publication process at various levels in consultation with unit specialists. Prepare ISBN requests for report covers and other publications. Liaise with the Organization's various departments and technical units for the timely delivery and printing of publications.
3. Update the unit's web page. Update information such as unit publications, list of headquarters and field staff and any other important information concerning the unit's work.
4. Keep abreast of changes in rules, regulations, policies, procedures and administrative guidelines, and inform staff with further details as required.
5. Performs and/or coordinates other general administrative duties, such as attendance and absence records, stock management of unit documents and publications.
6. Perform other relevant duties as requested.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
1. Carry out all operations necessary to authorize and effect expenditure under the various funding sources, including making calculations, requesting funds and settling payments.
2. Maintain and update databases relating to the above administrative operations.
3. Monitor the work unit's accounting for commitments and expenditure, making any necessary adjustments to optimize the use of resources. Maintain tracking, monitoring and/or accounting information systems relating to commitments and expenditure.
4. Maintain and reconcile a series of administrative records and files. The incumbent may be required to act as controller of expenses incurred for the work unit.
5. Provide administrative support for meetings and seminars in Geneva and elsewhere. This support includes preparing budgets, coordinating travel and accommodation for participants, paying DSA, recruiting and paying speakers, and drafting related correspondence.
6. Initiate relevant actions concerning the recruitment or transfer of staff members, experts and consultants. These activities involve entering contractual information into a database, drafting correspondence and updating files.
7. Briefing of staff members, experts and/or consultants on administrative procedures and answering questions from within and outside the organization. Participate in internal meetings to provide information on administrative matters.
8. Draft reports and correspondence relating to the above responsibilities.
9. Participate in the development of computer-assisted administrative procedures.
Completion of secondary or commercial school.
At least five years’ experience, relevant experience.
Excellent command of two of the Organization's working languages (French, English, Spanish).
In addition to ILO core competencies, this position requires:
Professional skills - Knowledge of regulations specific to the area of specialization (finance, personnel, relations, publications). Good command of administrative procedures and accounting principles. Ability to search and retrieve information from databases and compile reports. Good command of computer programs and software packages for various administrative tasks. Good writing and communication skills. Ability to establish and maintain effective working relationships with civil servants at all levels and also with constituents and representatives of partner institutions. Ability to work precisely with administrative data and sometimes under pressure. Ability to prioritize multiple tasks. Ability to work in a multicultural environment and to adopt a non-discriminatory and gender-sensitive attitude.
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.