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Assistant to Director - G5

 

Grade: G5  

Publication date: 12 October 2021
Application deadline (midnight local time): 15 November 2021

Vacancy no.: BERLIN/RB/G5/2021/01

 

Job ID: 6787 
Department: RO-Europe and Central Asia 
Organization Unit: ILO-Berlin 
Location: Berlin   
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 and work permit in Germany.

 

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 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.

Organizational Setting

The International Labour Organization is the oldest specialised agency of the United Nations and mandated to develop and implement international labour and social standards with its member states. The ILO regularly publishes research reports to inform on the development of global labour markets and the application of international standards. In addition, one of the ILO's tasks is technical cooperation with member states to support the implementation of international labour and social standards. The ILO carries out all these tasks in a tripartite dialogue: with the member states and the respective employers' and workers' organizations.

 

The ILO Representative Office in Berlin represents the ILO in Germany and initiates joint activities with the Federal Government and the social partners on ILO issues, in particular on the future of work in times of technological change, decent work (focus: global supply chains), gender issues and fair migration.

Working Relationships

The position is attached to the office of the ILO for Germany (ILO-BERLIN) and reports to the Office Director.

Main Purpose

The position provides a full range of advanced administrative support functions, communications and assistance activities.

Key Duties and Responsibilities

  • Provide a range of operational and administrative support services, including maintenance of various official records and files, in an efficient, effective and client-orientated manner by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.
  • Prepare, draft and finalize general and administrative correspondence and undertake quality control of outgoing documents. Provide informal translation.
  • Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions.
  • Initiate, process and follow up on HR and financial administrative actions, verifying that information complies with applicable standards. Input complete data in the enterprise resource planning (ERP) system.
  • Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extracts and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.
  • Coordinate and provide a range of administrative support for meetings, workshops and other events. Ensure the preparation, translation, publication and dissemination of documents: presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions.
  • Ensure the work unit’s filing systems are maintained, accessible and efficient.
  • Update websites and databases. Manage the German Office web site, creating and updating HTML pages, and converting other electronic information into web pages. Assist in the preparation and production of the ILO-Germany Electronic Newsletter.
  • Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required.
  • Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.
  • Prepare administrative related briefing materials and collect, solicit and coordinate briefing materials for the Director’s missions and meetings, ensuring that timetables are adhered to.

optional section (only if needed)

Assistance to the Director

  • Provide and/or coordinate a variety of office and administrative support services to assist the Director with the smooth running of the Office. Keep informed of important events and activities of the Office and inform concerned staff.
  • Update and maintain the Director’s agenda. Screen and schedule appointments according to urgency and priority. Coordinate requests from high-level visitors and establish briefing programmes. Receive visitors and respond to in-person, telephone and email inquiries in a timely manner.
  • Review incoming correspondence and requests including of a confidential and sensitive nature and provide background information in anticipation of Director’s needs, ensuring important issues are brought to the Director’s immediate attention. Prepare and/or review correspondence for the Director’s signature, ensuring compliance with applicable standards.
  • Ensure effective and timely follow up on requests for information, briefings and other actions, emanating from the office of the Director, liaising with concerned staff as appropriate.
  • Maintain contact with and contact lists of ministers, government officials, employers’ and workers’ organizations, national and/or sub-regional and regional institutions, UN agencies and other international organizations and members of the diplomatic corps.
  • As Office focal point for the Talent Management System, support the Director with measures to increase compliance with the different Talent Management System modules, tracking status of compliance of staff in the office and following up with managers and staff as required.

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Minimum Requirements

Education

Completion of secondary school education

Experience

  • Minimum of five years o general administration and office support work experience.
  • Experience of working with an enterprise resource planning (ERP) system.

Languages

  • Excellent command of German and English.
  • Working knowledge of another official language of the Organization is welcome.

Knowledge and Competencies (technical/behavioural)

  • Awareness of the nature of ILO programme and activities.
  • Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office. Ability to adapt quickly to new software and systems. In addition to the ILO core competencies (Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration), this position requires: Efficiency in providing  administrative support for the organization of meetings and other events.
  • Ability to search, retrieve and compile information from various sources.
  • Drafting skills.
  • Analytical skills and attention to detail.
  • A high degree of discretion with sense of responsibility in dealing with confidential matters.
  • Interpersonal skills, tact and diplomacy when dealing with others.
  • Ability to work in a multicultural environment and to demonstrate gender-sensitive and nondiscriminatory
  • 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.