Back Senior Administrative and Finance Assistant, G6

Grade: G6

Vacancy no.: DC/DDG/G/2024/01
Publication date: 15 January 2024
Application deadline (midnight Geneva time): 31 January 2024

Job ID: 11551
Department: DDG
Organization Unit: DDG
Location: Geneva
Contract type: Fixed Term

Contract duration: Two 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. An initial 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 86,236 CHF yearly.

  Introduction

  The position is located in the Office of the Deputy Director General (DDG). The DDG Office includes the Four Priority Action Programmes (Decent Work in crisis and post-crisis situations, Transition from the informal to the formal economy, Just transitions towards environmentally sustainable economies and societies, and Decent work outcomes in supply chains), the Research Department, Department of Statistics and the ITC/ILO International Training Centre.

  📚 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!

  The incumbent provides administrative- and finance-related services that contribute to the efficient running of the DDGs Office and the four Priority Action Programmes in the areas of programme-, procurement- and HR-related support. Work requires the correct interpretation, adaptation and application of ILO finance-related and administrative-related rules, regulations, policies, procedures and processes (applicable standards).

  Reporting lines:
  The incumbent works under direct supervision of the Deputy Director General. The incumbent works independently, showing a high degree of initiative and judgment. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is integrated with related services. The incumbent provides relevant support, guidance and training to staff on the correct application of applicable standards.
  

  Description of Duties

  1. Ensure smooth functioning of the project administration, office management and operation support related functions, in close collaboration with other administrative and operation support staff, through the provision of management and administrative support to the project. This includes processing entitlements, issuance of contracts and maintenance of records and files.
  2. Advise and assist project staff with interpretation of administrative rules, regulations and procedures. Make travel and hotel reservations, prepare travel authorizations and assemble information pertinent to the purpose of travel.
  3. Participate in the organization of special meetings and coordinate all important administrative arrangements for conducting workshops/seminars and trainings, as required by the project/programme.
  4. Maintain, contact and liaise with concerned technical units at Headquarters and in the Field, ILO constituents, social partners’ organizations and UN agencies, to discuss planned activities and resolve sensitive matters.
  5. Prepare on own initiative correspondence and reports, as required, on general administrative or other related tasks, including those of a confidential nature. Prepare periodic administrative statistics, reports and correspondence.
  6. Brief and assist international staff, experts and consultants on all aspects of administration-related matters. Provide interpretation of administrative rules, regulations and procedures.
  7. Review all incoming correspondence which requires action, make recommendations regarding the appropriate action to be taken, monitor deadlines for responses, follow up with various project/programme personnel and other organizational units on the submission of reports and correspondence.
  8. Keep management informed of the contractual status of staff and the status of non-staff resources of the organizational unit. Identify/anticipate potential staff contract-, budgetary- and HR-related issues and make suggestions for their resolution.
  9. Oversee a range of administrative- and finance-related support services, including for the APs, ensuring compliance with applicable standards. Evaluate ongoing support requirements, adapt service provision to meet changing needs and priorities and resolve operational support issues

     10. Under delegated authority, act as certifying officer and ensure the effective internal financial control and the sound administration of the organizational unit's funds under all sources of funds. Oversee, review and certify financial transactions ensuring that they are in conformity with the ILO's financial rules and regulations and the requirements of relevant administrative rules and procedures. Coordinate year-end financial closure processes. Process more complex financial transactions, such as programme allocation changes, personnel actions, development cooperation (DC) budget revisions, transfers of expenditure, virtual credit card (VCC) payments and treatment of supplier invoices in case of discrepancies and matching issues. Act as replacement/back-up certifying officer for other organizational units in collaboration with other certifying officers or when requested by BUDFIN.

     11. Maintain accurate financial monitoring and reporting of staff and non-staff resources. Prepare staffing tables and other financial reports for management. Prepare and consolidate operational budget information to assist management with informed decision making in relation to Programme and Budget preparation, DC portfolio management and work planning exercises.

     12. Monitor accounts regarding allocations and expenditures and make adjustments to optimize utilization of the funds. Draft and clear administrative correspondence relative to budgetary matters to verify data, answer queries and obtain additional information.

     13. Perform other relevant duties as assigned.

     Required qualifications

     Education

     Completion of secondary school education and formal training in relevant administrative area.

     Experience

     At least seven years of progressively responsible administrative work with supervisory experience.

     Languages

     Excellent knowledge of one working language of the Office (English, French or Spanish), and good working knowledge of one other.

     Competencies

     • Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands.
     • Proficient in computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office (e.g. IRIS),
     • Ability to obtain services from other work units inside or outside the office for completion of tasks.
     • Ability to lead and be a part of a team and manage a heavy workload under time pressure.
     • Thorough knowledge and understanding of complex administrative guidelines and procedures, as well as the full range of administrative services within support areas such as HR, Finance and Procurement.
     • Good knowledge of work of the project /programme and the work carried out in other work units.
     • Ability to respond to requests and to deal with visitors with tact and diplomacy.
     • Ability to search and retrieve information from databases and compile reports.
     • Ability to deal with confidential matters with discretion.
     • Ability to work in a multicultural environment, gender-sensitive behaviour and attitudes are also required.
     • Ability to plan ahead and spot impending issues in need of attention.

       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.