Back Secretary - G4 (DC)

Grade: G4

Vacancy no.: DC/ISSA/G/2023/02
Publication date: 25 September 2023
Application deadline (midnight Geneva time): 20 November 2023

Job ID: 11283
Department: ISSA
Organization Unit: ISSA
Location: Geneva
Contract type: Fixed Term

Contract duration: 12 months (renewable up to 3 consecutive years)

Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General.

In order to support the best informed process in the filling of the above-mentioned vacancy by direct selection, the ILO invites interested candidates to submit their application online by the above date.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• External candidates*

  *The recruitment process for General Service positions is subject to specific local recruitment criteria. 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 ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

  Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance.

  *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 70,872 CHF yearly.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  Introduction

  The International Social Security Association (ISSA) is the world's leading international organization for social security institutions, government departments and agencies. Founded in 1927 under the auspices of the International Labour Organization, the ISSA counts more than 320 member organizations in more than 150 countries.

  This position is in the Member Services and Promotion (MSP) Branch of the International Social Security Association (ISSA). The MSP Branch is the area within ISSA responsible for communications, the website, publications, member engagement activities and events.

  The MSP team is responsible for event logistics, and event communications. Events are changing rapidly, and the ISSA needs to reinforce temporarily its capacity in this area. The fundings for this position are limited to the current triennium 2023- 2025 and the position will be renewed yearly for a maximum of three years.

  The position will report to the Director of MSP and will work closely with the Events Coordinator. The incumbent undertakes administrative and technical logistic work on ISSA events, both virtual and in-presence. The incumbent may be called upon to work in task-oriented teams to contribute to ISSA activities within the area of competencies.

  Description of Duties

  • For major ISSA events, participate in the organisation of event logistics: drafting of website information (such as practical information, accommodation), formatting of online programme, speakers excel management and updating, drafting, sending and managing responses to speakers’ invitations, preparation of information for the event Application and so on
  • Creation of ‘toolkits’ (template letters, invitations, standard responses) for events in at least three languages, with parts drafted by the incumbent.
  • Provide event and secretariat support for ISSA event. Duties to include: responses to member queries/questions, problems of access to online events, certificates of attendance, production of materials for events (nameplates, badges, presentations) and so on. Provide onsite support when required.
  • Maintain records related to Events Management in the ISSA Costumer Relationship Management system (CRM), to ensure information is organized and readily available for consultation.
  • Draft, format and proof-read correspondence, reports, documentation, list of participants, etc., making Edit, format and review of materials (such as PowerPoint presentations, letters, invitations, Good Practice submissions) for ISSA events and ISSA Good Practice Awards in line with ISSA’s style-guide.
  • Support elements of the communication of ISSA events – translating short texts in up to three languages.
  • As appropriate to the position, may be called upon to perform a range of other relevant duties and operational support activities in collaboration with other work units of the ISSA on operational/administrative matters as required, and in particular during events/meetings, conferences, general assembly and other peak periods.

    Required qualifications

    Education

    Completion of secondary school education.

    Experience

    Four years of relevant experience in events or related fields of work.

    Languages

    Excellent knowledge of English language, and one other working language of the ISSA (French, Spanish or German) and good working knowledge of a third language (French, Spanish or German).

    Competencies

    • Excellent organizational skills.
    • Good knowledge of procedures related to official correspondence and/or other conference services.
    • Knowledge of relevant computer databases.
    • Ability to deal effectively with stress and work under time pressure with close attention to detail.
    • Ability to deal tactfully and diplomatically with culturally diverse partners.
    • Good communication skills (both orally and written).
    • Time management skills.
    • Ability to work on own initiative as well as a member of a team
    • 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.

      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.