Administrative Assistant

Vacancy No: TC/2015/LABADMIN/OSH/04 Title: Administrative Assistant Grade: G.5 Contract type: Fixed-Term Appointment Duration of contract:  One year, renewable subject to funding	Date: 24 April 2015 Application Deadline (midnight Geneva time) 10 May 2015 (11 day(s) until closing deadline) Currently accepting applications   Organization unit:   LAB/ADMIN Duty Station:  Geneva, Switzerland
This is a Technical Cooperation position. Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in technical cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General. In order to support the best informed process in the filling of the present vacancy by direct selection, the ILO invites interested candidates to submit their curriculum vitae online by the above date (midnight Geneva time). Technical cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance. 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: recruitment for this vacancy will be on a local basis, in accordance with Article 4.3* of the Staff Regulations. ************ Applications for transfer submitted by officials in the same grade will be given prior consideration. The Director-General reserves the right to appoint candidates at one level below the level of the advertised post. External candidates: Conditions of employment: The salary range of this grade is the following: 75,093 CHF p.a. (minimum) to 99,863 CHF p.a. (maximum). In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. *Article 4.3 states, inter alia, that an official shall be classified as locally recruited if at the time of appointment (s/)he fulfils any of the following conditions: (i) (s/)he is Swiss national; (ii) (s/)he is a French national living within a radius of 25 km from Geneva; (iii) irrespective of nationality, (s/)he has been living continually for one year within a radius of 25 km from Geneva.
INTRODUCTION Workplaces claim more than 2.3 million deaths per year, out of which 350,000 are fatal accidents and close to 2 million are work-related diseases. In addition, 313 million accidents occur on the job annually. The economic burden of poor occupational safety and health practices is estimated at 4 per cent of global Gross Domestic Product each year. Deaths and injuries take a particularly heavy toll in developing countries, where a large part of the population is engaged in hazardous activities, such as agriculture, fishing and mining. Safety and health at work is therefore to be seen as fundamental human right and is essential for inclusive economic development. The Labour Administration, Labour Inspection and Occupational Safety and Health Branch of the ILO (LABADMIN/OSH) aims to create worldwide awareness of the dimensions and consequences of work-related accidents, injuries and diseases. One of the goals of LABADMIN/OSH is to place the health and safety of all workers on the international agenda and to stimulate and support practical action at all levels. To this end, a new global initiative is launched to help countries improve workplace safety and health, building on the ILO's global expertise, experience and network of partner institutions in the areas of OSH knowledge and information, labour inspection, employment injury insurance and international standards on OSH. As part of this global initiative, the ILO is undertaking a project to promote the safety and health of young workers. The project will combine global, regional, and country-specific interventions that focus on improving relevant legislation, policy, and strategies and strengthening enforcement efforts; increasing knowledge and dialogue on safety and health issues; and the sustainability of those interventions. A special focus of the project will be on protecting young workers by improving their access to information, education and training about OSH. The project has a number of overarching objectives. They are: raising global awareness of occupational safety and health issues that empowers action; improving the knowledge base related to workplace safety and health issues; supporting more effective regional and global collaboration by relevant stakeholders (including governments, worker organizations, employer organizations and other actors with capacity to impact worker and workplace safety and health); improving data collection and analysis of workplace risks and hazards; promoting effective strategies to ensure safer and healthier working environments; and developing greater coordination among international organizations and fora, including the G-20, to support effective and integrated initiatives.
Description of Duties The Administrative Assistant will work under the direct supervision of the Chief Technical Advisor and the overall responsibility and authority of the Chief, Labour Administration, Labour Inspection and Occupational Safety and Health Branch (LABADMIN/OSH). Main duties and responsibilities: 1. Perform administrative work including good maintenance of project administrative files and records, interpretation and issuance of contracts. Prepare necessary documentation for contracts of experts and services. Serves as focal point for administrative coordination of project implementation activities, involving liaison with diverse organizational units in the field and at HQ to initiate requests, obtain necessary clearances, process and follow-up on administrative actions. 2. Maintain a tracking system of the project and bring to the attention of the supervisor issues that require immediate consideration. Carry out all operations required for authorising and effectuating expenditures, including making calculations, requesting funds and making payments. Develop, maintain and update relevant project information systems and database, records/registers information and data on the status of the project at each project cycle and programming activities for monitoring and evaluation purposes. 3. Control project accounts regarding allocations and expenditures, monitor budget execution and project accounts, maintain reporting systems regarding allocations and expenditures, propose reallocation of funds when necessary, prepare budget revision for the submission to the donor and prepare financial reports. 4. Brief staff, experts and/or consultants on administrative procedures. Respond to queries from inside and outside the organization. Participate in internal meetings to provide information on administrative matters. Draft correspondence and reports relating to above duties. 5. Make travel arrangements, hotel reservation and prepare travel authorization forms for project staff; 6. Participate in the organization and preparation of meetings organized in or outside of Geneva. Make all relevant arrangements and facilities. This includes preparing budgets, coordinating travel and lodging of participants, paying DSA, recruitment and payment of resources persons, and drafting relative correspondence. 7. Ensure regular flow of project communication activities by collecting and storing documentation, information and correspondence.
Required Qualifications
Education Successful completion of secondary or commercial school.
Experience - Proven ability to use word processing software and email; - Thorough knowledge of ILO rules and regulations relevant to technical cooperation projects; - Thorough knowledge of administrative procedures, including in-house procedures for the preparation of documents and administrative forms, - Good knowledge of accounting principles; - Ability to reply in an appropriate manner to telephone and in-person inquiries; - Ability to search and retrieve information from central databases and compile reports; - Ability to determine relevant background and reference materials for others, and to screen requests for urgency and priority; - Ability to establish and maintain effective relationships with officials at all levels.
Languages Excellent command of English, and good working knowledge of French or Spanish.
Competencies  At least five years of related office experience, of which three in the organization. Previous experience with USDOL funded projects would be an asset.
APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR WRITTEN TEST.
APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.
Please note that all candidates must complete an on-line application form. To apply, please visit ILO's e-Recruitment website at: erecruit.ilo.org. The system provides instructions for online application procedures.
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. Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.