Back Secretary

Grade: G4

Vacancy no.: GENEVA/GS/2023/17

Publication date: 12 December 2023
Application deadline (midnight Geneva time): 15 January 2024

Job ID: 11467
Department: EMPLOYMENT
Organization Unit: SKILLS
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 70 872 CHF yearly.

  Introduction

  The position is located in the Skills and Employability Branch (SKILLS) of the Employment Policy Department. SKILLS conducts comparative research and provides policy guidelines and technical assistance to help constituents integrate skills development into national and sector development strategies. SKILLS supports skills development to improve the employability of workers and the productivity and competitiveness of enterprises, as well as the inclusiveness of economic growth. It works in close collaboration with other branches in the Employment Policy Department to integrate skills development policies in coherent national employment strategies and supports ILO field offices in the development and implementation of skills development components on their Decent Work Country Programmes and agendas.
  The position will provide a range of secretarial and standard office support to professional staff in the Branch.
  The position will report to the Chief of SKILLS.

  Specific Duties

  1. Process routine administrative actions in the Enterprise resource planning (ERP) system and follow-up with the relevant administrative services as required.
  2. Assist with official travel arrangements for professional staff.
  3. Provide support for meetings and events, including processing administrative actions in the Enterprise resource planning (ERP) system, preparing and distributing invitation letters, agendas and other materials, arranging meeting facilities and equipment, making travel arrangements, preparing routine cost estimates and providing support and information to participants on matters of a routine nature.
  4. Keep abreast of changes to relevant operational rules, regulations, policies, procedures, guidelines and processes.
  5. Perform other relevant duties as assigned.

  📚 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!

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

  Generic Duties

  1. Word process a variety of documents (correspondence, reports, tables, presentations, manuscripts) using appropriate software. May be required to take dictation and transcribe from tape recordings. Corrects syntax, punctuation, and grammar as well as the proper formatting of material and documents prepared by others to conform with house requirements. Send faxes and electronic mail. May be required to update specialized databases and/or websites.
  2. Screen, log as necessary, and redirect mail and correspondence. Inform and remind responsible staff of follow-up dates and monitor deadlines for response or specific actions. Draft standard correspondence in one language and type in two languages. Follow-up on administrative actions.
  3. Create and maintain the work unit’s filing and reference systems. Clarify needs with professional staff for document specifications and location for easy search and reference purposes. Maintain the unit’s stationery and other basic supplies.
  4. Provide general secretariat support services for meetings.
  5. Receive, assess and refer telephone and personal enquiries in two languages to the appropriate staff for reply and respond to general enquiries. Make appointments for the Chief and professional staff of the unit, receive visitors. Initiate travel arrangements.

     Required qualifications

     Education

     Completion of secondary school education.

     Experience

     Four years’ of relevant experience.

     Languages

     Excellent knowledge of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language to answer queries, route mail and receive visitors.

     Competencies

     In addition to the ILO core competencies, this position requires:

     Good knowledge of PC software (including word processor and spreadsheet and presentation software) such as Microsoft Office. Ability to adapt quickly to new software and systems. Knowledge of ILO house rules for the preparation of documents. Ability to respond to enquires in an appropriate manner (telephone and in-person). Ability to work in a team. Ability to organize own work and prioritize tasks. Knowledge of techniques for creating and maintaining filing systems. Knowledge of procedures for preparing administrative forms, including in an Enterprise resource planning (ERP) system. Ability to maintain records and files and update databases. Ability to obtain services for completion of tasks from other work units inside or outside the office. Ability to evaluate correspondence and enquiries for best course of action. 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.