Grade: P2
Vacancy no.: RBC/P/RELMEETINGS/2025/14
Publication date: 28 March 2025
Application deadline (midnight Geneva time): 28 April 2025
Job ID: 12925
Department: RELMEETINGS
Organization Unit: RELOFF
Location: Geneva
Contract type: Fixed Term
The following are eligible to apply:
Applications from candidates who have already separated from ILO service upon retirement or early retirement, will not be considered.
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.
The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).
Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States
In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment is required for all external candidates and any internal candidate applying to a higher category.
Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.
The specific language requirements for this position are detailed hereunder. However, external candidates applying for the professional category vacancies and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed, they will be expected to acquire a knowledge of a second working language of the Office during their initial years of service.
The position is located in the Official Relations and Correspondence Unit (RELOFF) of the Official Meetings, Documents and Relations Department (RELMEETINGS). RELMEETINGS is responsible for conference management services supporting the governing organs of the ILO (International Labour Conference, Governing Body and Regional Meetings) and for official relations with Member States within the framework of ILO governing organs.
RELOFF acts as an entry point for and facilitates relations with the ILO tripartite constituency, in liaison with the Permanent Missions and the Bureaux for Employers’ and Workers’ activities and provides support to the Government group. RELOFF is also responsible for editing and translating official correspondence such as invitations to official meetings other than the Conference and Governing Body sessions or regional meetings.
Under the direct supervision of the Unit Chief and guidance provided by the Senior Relations Officers, the incumbent supports the organization of ILO official meetings and the functioning of the ILO governing organs. As the Unit’s activities imply servicing meetings and occasionally handling urgent and unforeseen requests, the incumbent works outside of core Office hours and weekends, when required.
Key duties and responsiblities
1. Analyse information concerning proposals for symposia, seminars, workshops and similar meetings which are subject to the approval of the ILO Governing Body. Check the necessary elements for compliance with the applicable governance policies and guidelines and monitor the submission of meeting requests in the approval workflow.
2. Provide technical assistance with the applicable governance policies, guidelines and approval procedures to requesting units at headquarters, field offices and ILO external Offices, in liaison with the secretariats of the Employers’ and Workers’ groups of the Governing Body through the Bureaux (ACT/EMP and ACTRAV).
3. Assist in the organization and servicing of the sessions of the Governing Body, the International Labour Conference and regional meetings, including by supporting the work of the Chairing Officers and the Clerk, compiling and drafting background and other preparatory materials, taking notes and preparing periodic reports and meeting documents.
4. Draft correspondence and information materials for official meetings in relation to the functioning of the ILO governance organs. Undertake research and analysis of governing organs decisions and the applicable provisions of the standing orders and other institutional documents.
5. Support the organization of briefing sessions for Governing Body members and delegates to the Conference and other ILO meetings, including the preparation of information materials, presentations, notes taking and reporting.
6. Analyse information, data, statistics, relativities, trends, and various problems or issues with a view to supporting effective meeting-related service delivery, new initiatives and to inform the preparation of plans, reports and/or other products.
7. Coordinate logistical arrangements for informal consultations and official meetings, provide support and information to delegates and meeting participants, as well as other ILO units and solve problems that may arise in respect of tripartite constituents’ nomination, accreditation and registration in official meetings. Address and refer sensitive issues to senior management to prevent any diplomatic incident and contentious issues.
8. Provide inputs into the development and improvement of information, digital and web-based tools and other knowledge products for delegates and other meeting participants. Seek feedback from recipients with a view to proposing measurable performance criteria and indicators to evaluate products and services.
9. Perform other relevant duties as assigned.
First-level university degree (Bachelor’s or equivalent) in diplomacy and international relations, business administration, event management or another closely related field.
At least three years of experience in conference management activities, such as the organization of meetings or related meeting-support services, including linguistic services, in the context of international organizations.
Excellent command of English and a working knowledge of a second working language (French or Spanish) of the Organization.
In addition to the ILO core competencies, this position requires:
Knowledge and understanding of at least two areas related to the servicing of meetings and events in the context of international organizations.
Communication skills.
Tact and discretion.
Ability to respond independently to general and procedural requests from delegates and meeting participants.
Drafting skills.
Research and analytical skills.
Problem-solving skills.
Ability to work calmly and deliver high-quality work within deadlines.
Ability to adapt quickly to new IT software and systems.
Knowledge of the operational framework of the ILO Governing Body and International Labour Conference would be an advantage.
Ability to analyse ILO governance documents, including meeting rules and standing orders, as well as Governing Body and International Labour Conference documents and search for related data in automated search engines.
Ability to work effectively in a multicultural environment and to demonstrate gender-responsive, non-discriminatory and inclusive behaviour and attitudes.
Conditions of employment
For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.
Important Information
Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at hrpartner@ilo.org
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 3 to 4 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 ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.
The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse.
To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under 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.