Administrative Assistant

Organizational Setting

The position is located in the Project, Governance, Management and Administration Services Unit (PGMS) within the Information and Technology Management Department (INFOTEC). INFOTEC is responsible for information management and utilisation of technology for the ILO.  INFOTEC provides modern, secure, and reliable IT applications infrastructure, services and technologies to enable the ILO to effectively manage information and use technology to perform its mission. The PGMS Unit provides a wide range of support such as a centralised project coordination function, project management office to systematically evaluate the business case behind project initiatives, looking at strengths, risks, costs, benefits and the total cost of ownership; provision of management capacity for various IT projects with departmental and/or global impact.  It also performs management support unit functions such as planning and budgeting of departmental resources, execution of all business events that have financial and programmatic impact, their monitoring and report, centralised purchasing, billing and reconciliation for IT hardware, software and maintenance contracts Office-wide, and managing projections and spending of recurring fixed costs.  The Unit also leads complex cross-functional IT projects for the Office.  

Main Purpose

The incumbent provides a range of administrative and office support services that contribute to the smooth and efficient running of the branch/department. Areas of work include general administration and office support and HR-, finance- and procurement-related support, requiring the use and application of ILO administrative and financial rules, regulations, policies, procedures and processes (applicable standards). 

Supervision received/exercised

The incumbent works under direct supervision of the PGMS Unit Chief. The incumbent works independently in delivering specialized support services. Work is reviewed for the timely delivery of results. Supervision received is focused on the quality of process execution and to provide developmental and technical support. The incumbent provides guidance and may allocate tasks to office and administrative support staff.

Working Relationships

Internal contacts are with diverse organizational units throughout the Organization to coordinate meetings, enlist support, clarify and exchange information and follow up on administrative actions and deadlines. External contacts are with visitors, meetings participants and service providers to share information for the completion of pending issues.

Key Duties and Responsibilities

1. Perform and coordinate a broad range of administrative and office support tasks, ensuring compliance with applicable standards. Oversee and guide the work of office and administrative support staff, establish work priorities, assign tasks and provide on-the-job training, as required.
2. Keep informed of pertinent administrative and financial rules, regulations, procedures and processes and provide guidance and support on these, where required. Keep informed of the organizational unit’s activities and work priorities. 
3. Review, process and follow up on incoming communications, including on sensitive and confidential matters. Handle administrative and general information requests. Prepare, draft, perform quality control, finalize and/or upload to webpages/disseminate outgoing general and administrative correspondence, reports, publications and other documentation. Provide informal translations.
4. Maintain the supervisor’s agenda. Schedule appointments and meetings according to priority, including for delegates and other high-level officials. Welcome and guide visitors to meeting rooms. Prepare mission files. Assist with official travel arrangements. Prepare cost estimates.
5. Ensure information and records management systems and electronic workspaces are maintained, updated, accessible and efficiently structured.
6. Process and follow up on a wide range of transactions using the enterprise resource planning (ERP) system, verifying that information is complete and in compliance with applicable standards. 
7. Provide, organize and coordinate a range of administrative and logistical support services for meetings and other events. Ensure the timely preparation, translation, publication and dissemination of documents, presentations, briefing files and related materials. Take minutes of meetings as requested.
8. Perform leave administration duties. Provide information on official travel, leave and teleworking schedules to the supervisor when requested.
9. Serve as focal point for administrative matters relating to performance management, interns and other HR matters. 
10. Manage office supplies, furniture and equipment. Organize office moves based on agreed schedules and support their implementation. Manage logistics for staff movements. 
11. Perform other relevant duties as assigned.

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optional section 2 (only if needed)

Minimum Requirements

Education

Completion of secondary school education.

Experience

Minimum of five years of relevant experience.

Languages

Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language.

Knowledge and Competencies (technical/behavioural)

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, the following is required:

Good knowledge of established standards governing concerned operational areas. Ability to interpret and work within the applicable rules, regulations, policies and procedures.

Knowledge of ILO programmes and activities.

Proficient in the use of computer software packages, such as Office 365 (Word, Excel, PowerPoint, Teams).

Good knowledge of SharePoint or another document management system.

Good level of ability to work with an enterprise resource planning (ERP) system.

Ability to quickly grasp and work efficiently with a minimum of training assistance with office tools, IT software, systems, applications and web-based platforms.

Ability to use a content management system to copy, paste and format content into a public website page. 

Strong drafting skills. 

Analytical skills and attention to detail. 

Interpersonal and communication skills. Tact and diplomacy. Discretion in dealing with confidential matters.

Ability to work effectively in a multicultural environment and to demonstrate and model gender-responsive, non-discriminatory and inclusive behaviour and attitudes.