Administrative Assistant

Organizational structure

Main mission

The position is located within the Directorate of Social Dialogue, Industrial Relations and Labor Governance (LABGOV) within the Department of Governance and Tripartism (GOVERNANCE).   

LABGOV is responsible for promoting effective and inclusive labour governance and healthy labour relations, through improving legal and regulatory frameworks, promoting collective bargaining and social dialogue, as well as strengthening labour administration, labour inspection and conflict prevention and resolution systems.                    

Supervision received/exercised

• The incumbent works under the direct supervision of the  Social Dialogue, Industrial Relations and Labour Governance Supervisor.  The incumbent works independently to provide specialized support services. His/her work is reviewed to ensure that results are delivered in a timely manner. Supervision received focuses on the quality of process execution and the provision of technical and development support. The incumbent provides guidance and may assign tasks to clerical and administrative support staff.

Labor relations

• Internal contacts take place with various administrative units throughout the Organization in order to coordinate meetings, obtain support, clarify and exchange information and follow up on administrative actions and deadlines. External contacts take place with visitors, meeting participants and service providers; they aim to exchange information for the resolution of pending issues.

Essential Functions and Responsibilities

• Perform and coordinate a wide range of administrative and office support tasks, ensuring compliance with applicable standards. Monitor and guide the work of administrative and office support staff, establish work priorities, assign tasks and provide on-the-job training as required.
• Keep informed of relevant administrative and financial rules, regulations, procedures and processes and provide advice and support in this regard, as appropriate. Keep informed of the activities and work priorities of the administrative unit.
• Review, process and follow up on incoming communications, including on sensitive and confidential matters. Handle administrative and general information requests. Prepare, draft, perform quality control, finalize and/or upload to web pages/disseminate various outgoing general and administrative correspondence, reports, publications and other documents. Provide informal translations.
• Maintain the supervisor’s diary. Schedule appointments and meetings according to priorities, including for delegates and other senior officials. Welcome and guide visitors to meeting rooms. Prepare mission files. Assist in the organization of official travel. Prepare cost estimates.
• Ensure that information and records management systems and electronic workspaces are maintained, updated, accessible and structured effectively.
• Process and track a wide range of transactions using Enterprise Resource Planning (ERP) software, ensuring that information is complete and compliant with applicable standards.
• Provide, organize and coordinate a range of administrative and logistical support services for meetings and other events. Ensure the timely preparation, translation, publication and dissemination of documents (presentation materials, information packages and related documentation). Prepare minutes of meetings as requested.
• Perform leave administration tasks. At the request of the supervisor, provide information on official travel, leave and telework schedules.
• Serve as the point of contact for administrative matters relating to performance management, interns and other human resources issues.
• Manage office supplies, furniture and equipment. Organize office moves according to agreed schedules and assist in their execution. Manage the logistics of staff movements.
• Perform other relevant duties as assigned.

optional section (if needed)

Minimum requirements

• Training
• The holder must have completed secondary education.

Experience

• At least five years of relevant professional experience.

LANGUAGES

• Excellent command of one of the working languages ​​(English, French, Spanish) of the Organization and working knowledge of a second working language.

Source: https://jobs.ilo.org/job/Gen%C3%A8ve-Assistant(e)-administratif-(ve)-1200/1108237601/