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Human Resources Assistant


Grade: G5  

Vacancy no.: TEMP/CALL/GS/2019/02

Publication date: 7 February 2019

Application deadline (midnight Geneva time): 21 February 2019



Job ID: 1055 
Department: HRD 
Organization Unit: HR/OPS 
Location: Geneva   
Contract type: Short Term 


This is a temporary assignment (local recruitment) until the end of 2019. The recruitment process for General Service positions is subject to local recruitment 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.
  • 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


*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 75,084.00 CHF yearly.



The position is located in the Staff Operations Branch (HR/OPS), within the Human Resources Development Department (HRD). HR/OPS is responsible for day-to-day human resources support services including all aspects of contract administration, the  administration of staff benefits and entitlements and the coordination of staffing reviews, staff planning and mobility.


Under the direct guidance of the HR Partners, the position will provide administrative and secretarial support on a wide range of operational activities undertaken within the HR Partners' Team as well as overall administrative support at the Branch level.


The position will report to the Chief of Branch.


Specific Duties


1. Act as primary contact point on issues and queries addressed to the HR Partner Support Unit including Branch’s common mailboxes. Carry out a preliminary analysis of more complex issues and queries and transmit to the appropriate HR Partner or official within HRD for follow-up.

2. Draft correspondence on non-routine issues requiring investigation on precedence, background information gathering, and interpretation of rules and regulations for final review by HR Partners and the Chief of Branch.

3. Prepare transactions in IRIS for the Branch, including personnel actions (PAs) Purchase Orders (POs) for interns and external collaboration contracts, External Payment Authorizations (EPAs), Travel Authorizations (TAs) and follow-up with the relevant administrative services for their processing.

4. Provide helpdesk services on standard and recurrent issues related to the management of leave.

5. Organize and support the annual HR review process, by planning and monitoring meeting schedules with different sectors/departments and regions.

6. Provide administrative support to the titularization and personal promotion (back-up role) reviews, by compiling and verifying lists of officials based on eligibility criteria. Respond directly to officials and the SUC on issues of eligibility and procedure. Participate in the discussion of the joint working group(s) and draft minutes of meetings, communications to joint bodies when required, and communications to officials. This set of duties will be subject to review in early 2019.

7. Create and maintain the Branch's filing and reference systems. Create background files and compile appropriate reference materials on assigned subjects.

8. Perform other tasks as assigned including backup of other assistants within the Branch.


Required qualifications





Completion of secondary school or commercial school.



At least five to seven years of experience working in the HR area or in relevant administrative/secretarial services, preferably in the Organization.



Excellent knowledge of two working languages, including the ability to draft administrative correspondence in both languages.



Good knowledge of personnel rules, regulations and procedures. Knowledge of rules and procedures governing compensation under the Short Term Insurance and Annex II of the Staff Regulations would be an asset. Ability to use word and Excel processing software and e-mail. Knowledge of house rules for the preparation of documents and of the use of filing systems. Ability to use IRIS. Ability to search internet. Knowledge of software necessary for updating websites may be required. Knowledge of the work performed by other offices. Ability to extract and evaluate relevant personnel data and information and compile reports. Proven ability to check information and correct errors and omissions in contracts, official documents or databases. Ability to reply in an appropriate manner to inquiries. Proven ability to apply and explain the staff rules and regulations. Ability to work well with colleagues. Ability to organise own work. Good time management skills. Good drafting skills. Problem solving skills. Good communication skills. Ability to adhere to strict confidentiality. Flexibility. 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 and to keep confidentiality. 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 - - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.