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Secretary (Part-time, 50%)

 

Grade: G4  

Vacancy no.: GENEVA/GS/2020/05

Publication date: 17 March 2020
Application deadline (midnight Geneva time): 20 April 2020

 

 

Job ID: 2490 
Department: RESEARCH 
Organization Unit: RESEARCH 
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 entry level salary for this position is  68,605.00CHF p.a CHF yearly as a full time.

 

Introduction

The position is located in the Research Department (RESEARCH) of the ILO, which conducts research on labour and employment issues to contribute to policy formulation for ILO constituents at the global level. The main purpose of the Department is to assess major trends, including new technologies, demographic change, the scarcity of natural resources, the evolving role of finance and emerging patterns in development and globalisation in relation to their socio-economic impact. Core research issues also include the assessment of “what works”, in terms of decent work outcomes.

 

RESEARCH produces the ILO’s only annual Flagship publication, the “World Employment and Social Outlook (WESO): Trends”, and is home to the ILO’s peer-reviewed journal, the International Labour Review. It produces studies that examine the inter-linkages between economic growth and social equity.  RESEARCH publishes widely in different formats, including ILO major reports, research briefings, academic journal papers, working papers, collaborative reports with academics and other policy organisations and is present in social media.

 

The position will provide secretarial and administrative support to the Director, Deputy Director and professional staff in RESEARCH.

 

The position will report to a member of RESEARCH’s Management Team.

Specific Duties

1. Prepare routine administrative transactions such as travel authorizations, external payment authorizations, purchase orders, external collaboration contracts and follow-up with the relevant administrative services for their processing.


2. Make arrangements for video conferences as required by the Department and liaise with the relevant departments.


3. Provide administrative and secretarial support in the Department as required.


4. Perform any 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. Word process a variety of documents (correspondence, reports, tables, presentations, manuscripts) using appropriate software. Corrects syntax, punctuation, and grammar as well as the proper formatting of material and documents prepared by others to conform with house requirements. Send faxes and electronic mail. May be required to update specialized databases and/or websites.


2. Screen, log as necessary, and redirect mail and correspondence. Inform and remind responsible staff of follow-up dates and monitor deadlines for response or specific actions. Draft standard correspondence in one language and type in two languages. Follow-up on administrative actions.


3. Create and maintain the work unit’s filing and reference systems. Clarify needs with professional staff for document specifications and location for easy search and reference purposes. Maintain the unit’s stationery and other basic supplies.


4. Provide general secretariat support services for meetings.


5. Receive, assess and refer telephone and personal enquiries in two languages to the appropriate staff for reply and respond to general enquiries. Make appointments for the Chief and professional staff of the unit, receive visitors. Initiate travel arrangements.

Education

Secondary school or commercial school.

Experience

Four years' secretarial experience. Experience of working with an enterprise resource planning (ERP) system is essential.

Languages

Excellent knowledge of one official language (English, French, Spanish) of the Organization and a working knowledge of a second official language of the Organization to answer queries, route mail and receive visitors.

Competencies

Ability to use word processing software, an ERP system and e-mail. Knowledge of house rules for the preparation of documents and of the use of filing systems. Ability to reply in an appropriate manner to telephone and in-person enquiries. Ability to work well with colleagues. Ability to organize own work. Ability to search internet. Ability to use other software packages required by the work unit. Knowledge of procedures for creating and maintaining the file system. Knowledge of procedures for preparing administrative forms. 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.


 

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.