Office Support Assistant (Pool for Temporary Assignments)

Introduction

The temporary position will provide a variety of general office support services to 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.    Word process and format a variety of documents (correspondence, reports, tables, presentations, manuscripts) using appropriate software.  Draft standard correspondence in one language.  
2.    Register and redirect mail, correspondence and other documents.  Inform and remind responsible staff of follow-up dates and monitor deadlines for response or specific actions.  Create and maintain the work unit’s filing systems.  Clarify needs for document specifications and location for easy search and reference purposes.  
3.    Process administrative actions in the ILO’s Oracle-based Enterprise resource planning (ERP) system such as travel requests and claims, purchase orders and purchase requisitions, external collaboration and service contracts. Carry out the required follow-up action with the relevant administrative services relating to these transactions.
4.    Provide support for the official travel of staff, including for travel and accommodation arrangements, security clearances, visa requirements.
5.    Provide support for meetings and seminars organized by the department. This includes preparing and distributing invitation letters, agendas, meeting room reservation, arranging meeting facilities, making travel arrangements, preparing routine cost estimates; providing support and information to participants on matters of a routine nature.
6.    Respond to routine telephone, email and in-person inquiries or refer to appropriate contact/unit. Receive and direct visitors and arrange appointments.  
7.    Based on contributions provided, up-date ILO website pages related to some of the areas covered by the department.
8.    Maintain stationery and other basic supplies.  Initiate arrangements for the purchase of furniture and office supplies.
9.    Keep abreast of changes to relevant operational rules, regulations, policies, procedures, guidelines and processes and share information with concerned parties. 
10.    Perform other relevant duties as assigned.
 

Required qualifications

Education

Completion of secondary school education.

Experience

Four 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 of the Organization to answer queries, route mail and receive visitors.
 

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 enquiries.  Ability to work well with colleagues. Ability to organise own work. 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 enquiries for best course of action. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.