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Clerical Support Staff - G3

 

Grade: G3  

Vacancy no.: GENEVA/GS/2019/04

Publication date: 08 February 2019
Application deadline (midnight Geneva time): 11 March 2019

 

 

Job ID: 706 
Department: INTSERV 
Organization Unit: SUPPORT/MAIL 
Location: Geneva   
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 in Switzerland or who currently reside in neighbouring France.

 

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 salary range of this grade is the following: 62268 CHF p.a. (minimum) to 84873 CHF p.a. (maximum).

Introduction

This position is located in the Support and Mail Services Unit (SUPPORT/MAIL) of the Internal Services and Administration Department (INTSERV), which is part of the Management and Reform Portfolio. INTSERV is responsible for the general management of facilities, property and inventory; safety and security; printing, publishing and distribution; diplomatic privileges; travel and transport; use of public spaces; and general internal services. 
The incumbent will primarily provide administrative support relating to incoming and outgoing mail, including its distribution at headquarters, and will also act as a messenger as required. 
He/she will work under the supervision of the Postal Coordination Assistant (SUPPORT/MAIL).

Specific Duties

  1. Sort the mail, open it, and distribute it to the indexers. Record and deliver important and/or urgent communications in person and inform Office staff of such mail.
  2. For any despatch, obtain a price estimate from an ILO service provider in accordance with the established guidelines and instructions and forward the information to the supervisor for decision. 
  3. Record and follow up on the list of cheques received.
  4. Prepare consignments containing hazardous materials according to IATA regulations and in coordination with the supervisor.
  5. Assist in the regular updating of information on the location of officials in the building so that messengers are able to locate them.
  6. Participate in the briefing of assistant messengers.
  7. Perform other relevant duties as assigned.

 

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
 

Generic Duties

  1. Receive and distribute incoming correspondence according to the established rules. 
  2. Receive and prepare outgoing correspondence according to the established rules.
  3. Answer routine requests for information, orally or in writing.

Required qualifications

Education

Completed secondary, technical or commercial school. 
 

Experience

Two years of experience in general office work. 
 

Languages

Good knowledge of French and basic knowledge of English.

Competencies

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

Technical

Knowledge of the procedures of the work unit. Knowledge of computerised systems related to the work. Ability to maintain good relations with clients. Ability to work under pressure during peak periods. 

Behavioural
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory 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.

 

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.