Senior Administrative Assistant

The position is located in the ILO Bureau for Employers’ Activities (ACT/EMP) which consists of a small team at ILO HQ in Geneva and a network of field specialists in each of the Decent Work Technical Support Teams in the different regions. Its principal work is to manage the relationship between the ILO Employer constituents, Employer and Business Organisations (EBOs) and their enterprise members so that there is a mutual understanding, shared values and a desire to work together. This is done in close cooperation with the Secretariat of the ILO Employers’ Group.

Additionally, through its programme of development cooperation, the Bureau seeks to strengthen EBOs so that they are more representative and can increase their value to their members and potential members. This work also enhances social dialogue in the countries concerned.

Main Purpose:

The incumbent provides senior-level support and oversees a range of administrative and office support services that contribute to the efficient running of the department/cluster. Areas of work include general administration and office support and HR-, finance- and procurement-related support, requiring the correct interpretation, adaptation and application of ILO administrative and financial rules, regulations, policies, procedures and processes (applicable standards).

Supervision received exercised:

The incumbent works under direct supervision of the the Bureau Director. The incumbent works independently, showing a high degree of initiative and judgment in delivering specialized support services. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is integrated with related services. The incumbent organizes and coordinates the work of office and administrative support staff and provides relevant guidance and training.

Working Relationships:

Internal contacts are with diverse organizational units throughout the Organization to enlist cooperation, collaborate on the resolution of complex and sensitive issues, solve problems and coordinate joint activities for the effective planning and delivery of administrative services. External contacts are with visitors, meetings participants and service providers to coordinate information and follow up on and resolve pending issues. External contacts are also with UN agencies, other international and non-governmental organizations, development partners and groups, embassies, permanent missions. Act as the point of contact for organisations such as the IOE and with ILO constituents, particularly prior to and during the Governing Body Sessions and the International Labour Conference.

Key Duties and Responsibilities:

• Oversee a broad range of administrative and operational support services, ensuring compliance with applicable standards. Evaluate ongoing support requirements, adapt service provision to meet changing needs and priorities and resolve operational support issues.
• Keep informed of pertinent administrative and financial rules, regulations, procedures, processes and related developments. Provide guidance, leadership and training to administrative support staff to facilitate a working environment that fosters consistency, efficiency, continuous learning and knowledge building. Provide guidance and advice to staff on processes and procedures. Keep informed of the organizational unit’s activities and priorities as well as relevant ILO policy and senior management decisions.
• Analyse, evaluate and propose improvements to the design and delivery of work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise with other administrative areas for an integrated and well-coordinated support to programme delivery.
• Review, prioritize, route, reply and follow up on incoming communications, including on complex, sensitive and confidential matters. Handle a wide range of inquiries and requests for information and propose innovative solutions to issues without precedent. Prepare, draft, perform quality control, finalize and/or upload to webpages/disseminate a broad range of outgoing general and administrative correspondence, reports, publications and other documentation. Draft notes and responses on the basis of research, knowledge of administrative matters and understanding of the areas covered by the work programme. Provide informal translations.
• Maintain the supervisor’s agenda. Schedule appointments and meetings according to priority. Coordinate high-level visits, including ensuring appropriate protocol, security and transport arrangements. Prepare and/or coordinate briefing programmes. Welcome visitors. Coordinate official travel arrangements and prepare mission files. Make hospitality arrangements.
• Ensure information management systems and electronic workspaces are maintained, updated, accessible and efficiently structured.
• Process and follow-up on a wide range of transactions using the enterprise resource planning (ERP) system, verifying that information is complete and in compliance with applicable standards OR If delegated, act as certifying officer for the work unit.
• Organize and coordinate administrative services for meetings and other events, including high-level. Lead secretariat support services and oversee the logistical, administrative and financial arrangements. Prepare and oversee the preparation of documents, presentations, briefing files and related materials. Take minutes and/or prepare summary notes of meetings.
• Perform leave administration duties. Provide information on leave, travel and teleworking schedules to the supervisor when requested.
• Serve as focal point for administrative matters relating to performance management, interns and other HR matters.
• Oversee and/or coordinate space planning for the department/cluster. Manage logistics for staff movements. Manage office supplies, furniture and equipment.
• Perform other relevant duties as assigned.

Minimum Requirements:

Education:

• Completion of secondary school education. Training in a relevant field.

Experience:

• Minimum of six years of relevant experience.

Languages:

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

Source: https://jobs.ilo.org/job/Geneva-Senior-Administrative-Assistant-1200/1156714201/