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Administrative Assistant (80%)

 

Grade: G5  

Vacancy no.: DC/MIGRANT/GS/2021/01

Publication date: 30 March 2021
Application deadline (midnight Geneva time): 14 April 2021

 

 

Job ID: 5876 
Department: WORKQUALITY 
Organization Unit: MIGRANT 
Location: Geneva   
Contract type: Short 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. This is a temporary position until the end of the year.

 

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 60,187 CHF yearly.

Introduction

 

As part of the Fair Recruitment Initiative the International Labour Organization (ILO), with the support of the European Commission, has undertaken a four year project titled “Global Action to Improve the Recruitment Framework of Labour Migration” with the ultimate aim of reducing abusive practices and violations of human and labour rights during the recruitment process and maximizing the protection of migrant workers in the recruitment process and their contribution to development.

 

This project has been designed as a global, multi stakeholder project which combines global action with country-based interventions along selected “migration corridors”, thus creating important links between actions undertaken at national levels, and regional and global levels. The “migration corridors” covered by the project are Guatemala- Mexico; Madagascar Lebanon, Pakistan and Sri Lanka to the Arab states.

 

With the view to achieve its overall objective, the project specifically seeks to: 1) develop and test fair recruitment pilot interventions across migration corridors; 2) enhance social partners, business, civil society organizations and the media’s capacities and develop tools to deliver more and better information and services to migrant workers throughout the recruitment process; 3) produce and disseminate global knowledge about fair recruitment, including, where relevant, in situations of crisis migration.

 

The project will enter its closing phase in the next few months, activities in the countries being planned to close in July 2021, and activities at headquarters in December 2021.

 

The project is located within the ILO Labour Migration Branch (MIGRANT) in Geneva and implemented as a joint project with Fundamental Principles and Rights at Work Branch (FUNDAMENTALS) and in collaboration with other technical units, as well as concerned regional and country offices.

 

This position will report to the Chief Technical Advisor. Under the overall guidance of the Chief Technical Advisor and in close collaboration with the project implementation team in Geneva and the appointed field focal points and national staff in the focus countries, the 80% Administrative Assistant will be responsible for carrying out all administrative support to project implementation and all operations required for authorizing, effectuating and reporting on expenditures of project funding.

Description of Duties

 

  • Serve as focal point for coordination of project implementation and closure administrative-support activities, involving liaison with various organizational units at HQ and in the field to initiate requests, obtain necessary clearances, process and follow-up on administrative actions.
  • Provide general office assistance; handle administrative tasks, including good maintenance of project administrative files and records; provide advice and guidance to staff/consultants/experts with regard to administrative procedures, processes and practices including support to project-related missions and activities, preparing budgets, coordinating travel and lodging is relevant , recruitment and payment of resources persons, and taking notes at meetings/seminars.
  • Maintain the tracking system of the project and bring to the attention of the supervisor issues that require immediate consideration.
  • Carry out all operations required for authorising and effectuating expenditures, including making calculations, requesting funds and making payments. This includes to help prepare the necessary documentation for the issuance of external collaboration and service contracts.
  • Process project accounts regarding allocations and expenditures, assist the CTA in monitoring the budget execution and project accounts, maintaining reporting systems regarding allocations and expenditures, proposing reallocation of funds when necessary, preparing budget revision for the submission to donors and preparing financial reports.
  • Provide administrative support to online meetings and seminars and make all relevant administrative arrangements and facilities for conducting workshops and seminars. This includes preparing budgets, coordinating invitations and liaison with participants and resources persons, and drafting relevant correspondence and providing secretarial and/or administrative support for these meetings, seminars and/or workshops. This include interpretation and Take notes and/or minutes at meetings.
  • Prepare, on own initiative, correspondence and reports, as required on general administrative or other related tasks (which may be of a confidential nature), attach necessary background information, maintain follow-up system, and draw the attention of the supervisor to matters requiring immediate and/or personal attention.
  • Ensure all of the necessary administrative tasks for the closure of the project: accounts closure, necessary reporting, appropriate filing to ensure continuity with other projects or the department.
  • Ensure regular flow of project communication activities by collecting and storing documentation, information and correspondence, in coordination with the ILO Department of Communication and Public Information and communication field specialists.
  • Perform other duties assigned by the Chief Technical Advisor.

 

Required qualifications

Education

 

Successful completion of secondary or commercial school.

Experience

 

At least five years of relevant working experience. Similar experience with the United Nations Common System or an international organization is desirable. Previous experience in ILO and EC funded projects would be an asset.

Languages

 

Excellent command of two working languages, one of them must be English. A third ILO working language would be an advantage.

Competencies

 

Good administrative knowledge for project implementation, budgets and financial reporting. Proven ability to use word processing software and email. Thorough knowledge of modern office procedures. Thorough knowledge of clerical practices and procedures, and knowledge of administrative practices. Knowledge of the subject matter and programme served. Knowledge of in-house procedures for the preparation of documents, travel arrangements for relevant meetings and administrative forms, and for the creation and maintenance of filing systems. Ability to reply in an appropriate manner to telephone and in-person inquiries. Ability to work well with colleagues. Ability to organize own work. Ability to evaluate correspondence and inquiries for best course of action. Ability to obtain services from other work units inside or outside the office for completion of tasks. Ability to search and retrieve information from databases and compile reports. Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority. Ability to deal with confidential matters with discretion. Practical experience on standard office software packages, email and automated information management system required by the work unit (e.g. WORD, EXCEL, PowerPoint). Knowledge of record keeping and processing of information and good knowledge of report writing.
 


 

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.