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Secretary 80%

 

Grade: G3  

Vacancy no.: GENEVA/GS/2021/07

Publication date: 12 November 2021
Application deadline (midnight Geneva time): 10 December 2021

 

 

Job ID: 7010 
Department: NORMES 
Organization Unit: LIBSYND 
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 63142 CHF yearly.

Introduction

The position is located in the Freedom of Association Branch (LIBSYND) in the International Labour Standards Department. LIBSYND includes units covering freedom of association, collective bargaining and employment protection and governance. The Branch acts as secretariat to the Committee of Experts on the Application of Conventions and Recommendations (CEACR), the International Labour Conference Committee on the Application of Standards (CAS) and the Committee on Freedom of Association (CFA).

The position provides secretarial and office management support to the Branch Chief and the team members of the above units, ensuring the efficient follow-up of reports and correspondence The position, as with all support staff positions in the Department, contributes to the smooth functioning of department-wide activities, including the functioning of the supervisory system, support for the CAS at the International Labour Conference, the Governing Body CFA and the CEACR. The position works closely with the Senior Secretary and other members of the team, who will assign, guide and verify the work.

The position reports to the Branch Chief.

Specific Duties

  1. Receive, record, and distribute mail, correspondence and documents to staff of the work unit following established guidelines. Inform staff of established deadlines and follow-up dates.
  2. Assist with the preparation of correspondence and reports and the compilation of information. Photocopy, collate and distribute completed documents.
  3. Maintain the work unit's filing and reference systems according to standard procedures.
  4. Provide logistic support for meetings and conferences. Make travel and hotel arrangements and collect travel documents. Assemble files for meeting purposes according to specific instructions.
  5. Word process statements, reports, studies including statistical tables, etc. from manuscripts and other sources using a variety of software.
  6. Upon detailed instructions and complete information, input data in the Integrated Resource Information System (IRIS) (ERP) for the preparation of administrative forms (for example, travel authorizations).
     

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, grammar, as well as the proper formatting of material and documents prepared by others to conform with house requirements. Send electronic mail.
  2. File and retrieve correspondence and documents from established filing systems, both manual and automated. Assemble files for meeting purposes according to specific instructions. Input to various databases used by the unit.
  3. Provide support to the assembly and distribution of documents for meetings, including necessary word processing. Assist, as instructed, in supporting the logistics of meetings by performing such functions as collecting travel documents (visa, laissez- passer etc) from the appropriate service and following up as necessary.
  4. Receive telephone and in-person enquiries and refer to the appropriate staff for reply. Make appointments, as requested, for Professional staff of the work unit.

Required qualifications

Education

Secondary school or commercial school.

Experience

Two years’ secretarial experience.

Languages

Excellent command of one official language (English, French, Spanish) of the Organization. Basic reading and speaking skills in a second official language of the Organization to answer the telephone and copy type. Knowledge of Spanish would be an advantage.

Competencies

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

Technical

Ability to use word processing software 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 organise own work.

Behavioural

Discretion and respect for confidentiality in a highly sensitive area of the Office’s work. 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 ILO People. 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.