Administrative Assistant (Pool for Temporary Assignments)

Introduction

The temporary position will provide a range of secretarial and administrative services to support the activities of a department at ILO headquarters in accordance with established rules, regulations, policies, procedures and guidelines. 

The position will report to the Unit Head/Branch Chief.

Duties And Responsibilities

1.    Prepare, draft and finalize general and administrative correspondence in two languages. Review and correct correspondence, reports and documents prepared by other staff for format, spelling, grammar and compliance with applicable standards.  Liaise with translators or editors if needed. Provide informal translation of correspondence into one language.
2.    Analyse, record, assign or monitor the distribution of mail, correspondence (often confidential), and documents to staff of the work unit. Ensure important issues are brought to the attention of the responsible staff.  Recommend deadlines and follow-up dates, and coordinate responses. Follow up on the status of work in progress involving the preparation of correspondence and reports. Maintain report stocks.
3.    Update and maintain the Supervisor’s agenda. Screen and schedule appointments according to urgency and priority. Receive visitors and respond to in-person, telephone and email inquiries in a timely manner.
4.    Maintain the official travel plan of the work unit, make travel and accommodation arrangements, coordinate visa and security requirements and process administrative transactions.  Monitor travel planned and undertaken and prepare related updates to track use of funds. 
5.    Initiate and process administrative forms such as travel authorizations, travel claims, personnel actions, external payment authorisations, external collaborator contracts, purchase orders in the ILO’s Oracle-based Enterprise resource planning (ERP) system and ensure follow-up with the relevant administrative services for their processing.
6.    Coordinate and provide a range of administrative support for meetings, conferences, workshops and other events held in or outside Geneva. This includes preparing budgets, coordinating travel and lodging of participants, paying daily subsistence allowance, recruitment and payment of resource persons, dispatching reports and papers as required and drafting relative correspondence. Take minutes at meetings when required and follow up on implementation of decisions.
 

optional section (only if needed)

7.    Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.
8.    Create and maintain the work unit’s filing systems. Update websites and databases. Gather, consolidate and present information/data on specific topics.
9.    Perform and/or coordinate other general administrative tasks such as those related to attendance and leave recording, office space, maintaining office supplies and placing orders as required.
10.    Act as focal point for performance appraisals for the work unit; track status of compliance of staff and follow up with managers and staff as required.  Provide guidance and first-level support, escalating more complex issues to the next level.
11.    Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required.  Provide guidance to more junior staff, as required on applicable standards and work procedures.
12.    Perform other relevant duties as assigned.

Required qualifications

Education

Completion of secondary school education.

Experience

Five years of relevant experience.
 

Languages

Excellent command of two working languages (English, French, Spanish) of the Organization, including the ability to draft administrative correspondence in both languages.  
  

Competencies

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

Competencies

Ability to use word processing, software and e-mail. Ability to reply in an appropriate manner to telephone and in-person inquiries. Ability to search internet. Ability to use PC software such as Microsoft Office. Ability to adapt quickly to new software and systems. Ability to obtain services for completion of tasks from other work units inside or outside the Office. Ability to evaluate correspondence and inquiries for best course of action. Ability to search and retrieve information from databases and compile reports. Ability to work accurately with administrative data.  Ability to respond to requests from delegates or other visitors. Ability to determine relevant background and reference material for others to screen requests for urgency and priorities. Discretion in dealing with confidential matters. Ability to collaborate in a team environment. Ability to organize own work. Flexibility and adaptability. Ability to work under time constraints. Ability to demonstrate initiative and work proactively. Ability to communicate effectively with others, both orally and in writing. Strong sense of responsibility and good judgement. Ability to deal with high-level visitors and respond to requests requiring input from various sources. Ability to identify problems and propose solutions. Excellent time management skills. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.