Administrative Assistant

Organic framework

The post is located in the Secretariat in the Multilateral Partnerships and Development Cooperation Department. The Multilateral Partnerships and Development Cooperation Department (PARTNERSHIPS) establishes and develops strategic partnerships in close interaction with the departments of the other portfolios at ILO headquarters and with the regions. It is responsible for the development of the ILO’s development cooperation strategy, including public-private partnership (PPP) initiatives and South-South and triangular cooperation activities. PARTNERSHIPS leads consultations and negotiations with development cooperation partners and is responsible for mobilizing voluntary contributions for the ILO programme as well as coordinating technical and financial reporting to partners. In close collaboration with the other portfolios, PARTNERSHIPS facilitates the streamlining of work processes and procedures and assists in improving service delivery in the regions. 

Main objective

• The post holder will provide senior support and coordinate a range of administrative and office support services that contribute to the efficient functioning of the department/node. Areas of work include: general administrative and office support, as well as assistance in human resources, finance and procurement, which requires interpreting, adapting and applying ILO rules, regulations, administrative and financial policies and procedures (applicable standards).

Supervision received/exercised

• The incumbent works under the direct supervision of the Director of the Department of Multilateral Partnerships and Development Cooperation (PARTNERSHIPS). The incumbent will work autonomously and should have a high level of initiative and good judgement in the provision of specialist support. Work will be monitored to facilitate the delivery of services and the achievement of agreed results, and to ensure that work is carried out in a coordinated and integrated manner with related services. The incumbent will organise and coordinate the work of administrative and clerical support staff, and provide relevant guidance and training.

Work relationships

• Internally, the incumbent will liaise with a variety of organizational units across the Organization to engage their cooperation, assist in resolving complex and sensitive issues, resolve problems and coordinate joint activities for the effective planning and delivery of administrative services. Externally, the incumbent will liaise with visitors, meeting participants and service providers to coordinate information and follow-up and resolve outstanding issues. The incumbent will also liaise with United Nations agencies, other international and non-governmental organizations, development partners and groups, embassies and permanent missions.

Key Functions and Responsibilities

• Coordinate a wide range of administrative and business support services, ensuring compliance with applicable standards. Assess ongoing requests for assistance, adapt service delivery based on changing needs and priorities, and resolve business support issues.
• Keep up to date with relevant rules, regulations, policies, procedures, processes and other administrative and financial developments. Provide guidance, direction and training to administrative support staff in order to facilitate a working environment that fosters coherence, efficiency, lifelong learning and knowledge creation. Provide guidance and advice to staff on mechanisms and procedures. Keep up to date with organizational unit activities and priorities and relevant ILO policy and directive decisions.
• Analyze, evaluate and propose improvements in the design and implementation of working methods and mechanisms. Evaluate the impact of changes and make recommendations on follow-up measures. Work in collaboration with other administrative areas to achieve integrated and well-coordinated support for program implementation.
• Review, prioritize, forward, respond to and follow up on incoming communications, particularly those relating to complex, sensitive and confidential matters. Handle a variety of inquiries and requests for information and propose innovative solutions to unprecedented issues. Prepare, draft and quality check, finalize and/or upload to web pages/disseminate a wide variety of outgoing general and administrative correspondence, reports, publications and other documents. Write notes and responses based on research, knowledge of administrative matters and understanding of the areas covered by the work programme. Provide unofficial translations.
• Maintain the supervisor’s agenda. Make appointments and meetings based on priority. Coordinate high-level visits, including protocol, security and transportation. Prepare and/or coordinate information programs. Receive visitors. Coordinate procedures related to official travel and prepare mission files. Take care of procedures related to visitor accommodation.
• Ensure the maintenance, updating, availability and correct structuring of information management systems and electronic workspaces.
• Process and track a wide range of transactions using the enterprise resource planning (ERP) system, ensuring that information is complete and compliant with applicable standards, or act as the work unit’s expense controller if such duties are delegated.
• Organize and coordinate administrative services for meetings or other events, including high-level events. Direct secretariat support services and coordinate logistical, administrative and financial arrangements. Prepare and coordinate the production of documents, presentations, information files and related materials. Take minutes and/or prepare summary notes of meetings.
• Perform duties related to leave management. Provide information on leave, travel, and teleworking schedules to supervisor upon request.

optional section (only if necessary)

• Act as focal point for administrative matters related to performance management, internships, and other HR matters.
• Coordinate space planning for the department/node. Manage staff movement logistics. Manage office supplies, furniture, and equipment.
• Perform other related duties as assigned.
• Under delegated authority, act as certifying officer and ensure effective internal financial control and proper administration of organizational unit funds from all sources of funding. Coordinate, review and certify financial transactions, verifying their compliance with ILO financial rules and regulations and the requirements of relevant administrative rules and procedures. Coordinate year-end financial closing processes. Process more complex financial transactions such as changes in programme allocations, personnel actions, development cooperation budget revisions, expenditure transfers, virtual credit card payments and management of supplier invoices in case of discrepancies and consistency issues. Act as alternate or deputy expenditure controller for other organizational units in collaboration with other controllers or as requested by BUDFIN.
• Perform accurate financial monitoring and reporting on staff and non-staff resources. Prepare staff tables and other financial reports for management. Prepare and consolidate operational budget information to assist management in making informed decisions regarding Programme and Budget preparation, development cooperation portfolio management and work planning exercises.
• Keep management informed of the contractual status of staff and the non-staff resource situation of the work unit. Identify/anticipate potential problems related to staff contracts, budget and human resources and make suggestions for their resolution.]

Minimum requirements

• Training
• Completed secondary education. Training in a relevant field.

Experience

• A minimum of six years of relevant experience.

Languages

• Excellent command of two working languages ​​of the Organization (Spanish, French or English).

Source: https://jobs.ilo.org/job/Ginebra-Asistente-(a)-Administrativo-(a)-1200/1126020901/