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 77 571 CHF yearly.
Introduction
The position is located in the Research Department (RESEARCH) of the ILO, which conducts research on labour, employment and social protection issues to contribute to policy formulation by ILO constituents at national and global levels. The main purpose of the Department is to assess major trends – including new technologies, demographic patterns, environmental and climate change, the evolving role of finance and emerging patterns in development and globalization – in relation to the World of Work. Core research issues also include the assessment of “what works”, in terms of decent work outcomes and the pursuit of social justice. RESEARCH produces flagship publications such as the annual World Employment and Social Outlook, as well as studies that examine the inter-linkages between economic growth and social equity. The REVUE team produces the periodic International Labour Review.
The position is part of the administrative support team of the Department and will contribute to the Department’s work by supporting several of the research teams with various procedures relating to mission travel, all types of contracts, various types of meetings/seminars/conferences, as well as perform cross-departmental functions such as preparing working papers for publishing, performing the leave clerk function when needed.
The position reports to the Senior Adviser of the Research Department.
Specific Duties
1. Prepare and process financial transactions in ILO’s Oracle-based Enterprise resource planning (ERP) system pertaining to all sources of funds, including travel and purchase orders, in line with established governance rules. Follow up with relevant administrative services for their processing and liaise with the financial certifying officer as required.
2. Support internal and external meetings (in-person/hybrid/online).
3. Prepare and distribute various communications and materials in different formats and languages. Maintain proper records on common files.
4. Prepare publications, working papers and other documents for publishing including proofreading, formatting, checking spelling, grammar and compliance with ILO house style manual, bibliographical references, applying for ISBN and CIP data. Liaise with translators or editors if needed. Liaise with the communications officer on all outreach matters. Monitor and ensure timely upload of web content as required.
5. Respond to queries from inside and outside the organization. Administer Departmental mailboxes. Review, process and follow up on incoming communications, including on sensitive and confidential matters.
6. Provide backup duties, including performing “leave clerk” duties in the absence of other secretaries/assistants.
7. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines. Provide guidance on administrative procedures to staff as required.
8. Perform 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. Carry out all operations necessary to authorize and effect expenditure under the various funding sources, including making calculations, requesting funds and settling payments.
2. Maintain and update databases relating to the above administrative operations.
3. Monitor the work unit’s accounting for commitments and expenditure, making any necessary adjustments to optimize the use of resources. Maintain tracking, monitoring and/or accounting information systems relating to commitments and expenditure.
4. Maintain and reconcile a series of administrative records and files. The incumbent may be required to act as controller of expenses incurred for the work unit.
5. Provide administrative support for meetings and seminars in Geneva and elsewhere. This support includes preparing budgets, coordinating travel and accommodation for participants, paying DSA, recruiting and paying speakers, and drafting related correspondence.
6. Initiate relevant actions concerning the recruitment or transfer of staff members, experts and consultants. These activities involve entering contractual information into a database, drafting correspondence and updating files.
7. Briefing of staff members, experts and/or consultants on administrative procedures and answering questions from within and outside the organization. Participate in internal meetings to provide information on administrative matters.
8. Draft reports and correspondence relating to the above responsibilities.
9. Participate in the development of computer-assisted administrative procedures.
Required qualifications
Education
Completion of secondary school education.
Experience
At least five years’ experience of relevant experience.
Languages
Excellent command of two working languages (English, French, Spanish) of the Organization.
Competencies
In addition to ILO core competencies, this position requires:
Ability to use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to use Microsoft Teams and its Apps or Zoom. Good knowledge of rules and regulations governing area of specialization (finance, personnel, relations, publications); good knowledge of the work programmes of the organization; good drafting skills in at least two languages; good analytical skills; proven ability to prepare reports and administrative statistics; ability to provide training and guidance on administrative rules and procedures to junior staff members, excellent time management skills and supervisory skills. Ability to search internet. 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 work discreetly, confidentially, and calmly. Excellent interpersonal skills. 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.