Administrator

Introduction

The position is located in the Official Relations and Conference Management Branch (OFFCONF) within the Official Meetings, Documents and Relations Department (RELMEETINGS). RELMEETINGS is responsible for servicing the governing organs of the ILO (International Labour Conference, Governing Body and Regional Meetings), and for official relations with Member States. In addition to planning and organizing the sessions of those organs, it renders a wide range of support to tripartite constituents in preparation for, during and in the follow up to ILO official meetings.  

The position is responsible for coordinating interpretation services for meetings, conferences and events taking place at ILO headquarters, collaborating closely with stakeholders both within RELMEETINGS and across relevant departments at ILO headquarters.

The position reports to the Head of the Conference Management Unit (CMU).

Specific Duties

1.    Supervise the daily work of the support staff in interpretation, ensuring smooth operations and high-quality outputs.
2.    Prepare the forecasting for the recruitment of interpreters to cover all meetings and events held at ILO headquarters; verify the availability of interpreters according to the languages required; oversee their recruitment.
3.    Prepare and coordinate assignments for interpreters including for high-level meetings such as Governing Body and the International Labour Conference. 
4.    Provide relevant information to meeting organizers for the smooth operation of interpretation for all meetings and events held at ILO headquarters, independently of their format.
5.    Ensure the daily coordination of the freelance interpreters recruited by ILO during meetings, keeping them apprised of the meetings/events for which they are hired and communicate all relevant documents and information. 
6.    Supervise the maintenance and update of the electronic tool used to track interpreters’ availability and assignments. Liaise with the Information and Technology Management Department to enhance the tool’s efficiency and to meet evolving operational needs.
7.    Collect data and maintain the information in the electronic tool with a view to data integrity and the production of statistical reports.   Analyse data with a view to informing decision-making and optimizing interpretation services.
8.    Develop and update guidelines and standard operating procedures for interpretation services as required.
9.    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. Oversee financial, administrative, and personnel matters and prepare plan of operations for the relevant work unit.
2. Draft text and prepare budget for Programme and Budget proposals. Participate in the preparation of project documents submitted for external funding and prepare final budgetary reports on approved projects. Prepare other reports and documents related to programme and financial matters. Prepare correspondence related to finance, personnel or administration. 
3. Control income and expenditure and prepare periodic analyses of the financial situation. Verify monthly accounts and take corrective action, examine requests to incur obligations in light of availability of funds. Verify invoices and approve payments. Issue various documents related to financial transactions. 
4. Supervise financial and administrative arrangements for official meetings. 
5. Liaise with other departments to settle financial and administrative arrangements. 
6. Administer staff movements. Liaise with Human Resources Development Department on recruitment. Administer contractual agreements, especially external collaboration. 
7. Control purchase, inventory and maintenance of furniture, equipment and supplies. 
8. Make travel arrangements and do calculations for missions. May undertake missions to review financial and administrative matters of projects or to participate in the organization of seminars. 
9. Review and analyse project implementation and progress reports to ensure outputs are in line with objectives and to judge need for reassigning material or personnel or suggest other measures to strengthen delivery. 
10. Coordinate and organise workshops and meetings. 
11. Supervise the work of administrative support staff. 
12. Respond to programming and administrative questions and ensure necessary follow up. 

Required qualifications

Education

Advanced university degree (Master’s or equivalent) in interpretation, conference management or related area. A first-level university degree (bachelor’s or equivalent) in one of the afore-mentioned fields or other relevant area with an additional two years of relevant experience, in addition to the required experience stated below, will be accepted in lieu of an advanced university degree.

Experience

Five years of experience in the field of interpretation and conference related matters. 

Languages

Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language.  One of these languages must be English. Knowledge of a third working language would be an advantage.

Competencies

In addition to the ILO core competencies, this position requires:

Sound knowledge of financial rules and regulations. Knowledge of office’s policies, administrative procedures and practices concerning official meetings and conference management. Ability to research and interpret various guidelines and policies for application to address difficult administrative related issues. Skills in problem solving and managing change. Good drafting and communication skills. Computer applications skills. Organisational skills. Ability to develop and monitor a budget of a programme or a project. Good knowledge of the work unit’s operations, objectives and technical field and ability to effectively monitor work programme and resources.  Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.