Secretary (Administration)

Vacancy No: 2015/06 Title: Secretary (Administration) Grade: G.4 Contract type: Fixed-Term Appointment	Date: 22 April 2015 Application Deadline (midnight Geneva time) 24 May 2015 (25 day(s) until closing deadline) Currently accepting applications   Organization unit:   DDG/P GOVERNANCE Duty Station:  Geneva, Switzerland
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 have the right to 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 * Successful completion of the Assessment Centre is required for the external candidates. It might be required that applicants take a test to assess knowledge in Microsoft Word, Excel and/or PowerPoint or any other knowledge. *Conditions of employment for external candidates: The salary range of this grade is the following: 68611CHF p.a. (minimum) to 95815CHF 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.
INTRODUCTION The position is located within the Labour Administration, Labour Inspection and Occupational Safety and Health Branch which is responsible for providing technical support and capacity-building to labour ministries and labour inspectorates in order to help them achieve compliance with the full range of labour laws under their responsibility, including laws on occupational safety and health. It promotes efficient and effective labour administrations, respect for workers´ rights and a preventive approach to safety and health at work. It also provides capacity building to employers' and workers' organizations to help them play their role achieving decent workplaces through compliance with national labour laws, occupational safety and health systems and programmes and fundamental rights. It also promotes relevant international labour standards. The main role of the incumbent is to perform a variety of routine secretarial and office support functions and administrative transactions contributing to the smooth and efficient running of the Branch. The position reports to the Chief of LABADMIN/OSH.
Description of Duties Specific duties 1. Provide support for meetings, including for logistics, travel and accommodation, preparation of correspondence, compilation, translation, web publication and distribution of documents and files. Make arrangements for video conferences as required by the Branch and liaise with relevant departments. 2. Prepare routine administrative transactions such as Travel authorisations, External Payment Authorizations, Purchase Orders, External Collaboration Contracts and follow-up with relevant administrative services for their processing. 3. Replace the Branch Secretary during absences and assist other staff members during heavy workload. 4. Perform any other job-related duties as required. These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties: 1. Word process a variety of documents (correspondence, reports, tables, presentations, manuscripts) using appropriate software. May be required to take dictation and transcribe from tape recordings. 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 updated 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.
Required Qualifications
Education Secondary school or commercial school.
Experience Four years' secretarial experience, of which at least three in the Office. Experience working with IRIS is essential.
Languages Excellent knowledge of one working language and good working knowledge of a second to answer queries, route mail and receive visitors.
Competencies  In addition to the ILO core competencies, this position requires: Ability to use word processing software, IRIS 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. Diplomatic skills; ability to deal with colleagues and constituents with tact and discretion. Ability to organise own work. Ability to search internet. Ability to use other software packages required by the work unit. Knowledge of software necessary for updating websites may be required. 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. The ability to work in a multicultural environment and gender-sensitive behavior and attitudes are also required.
Additional Information: Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews are expected to take place between June and July 2015. Candidates are requested to ensure their availability should they be short listed for further consideration.
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.