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The International Labour Organization (ILO) is currently seeking an Administrative Assistant. Submit your application now.

Background

The International Labour Organization is a United Nations agency whose mandate is to advance social and economic justice by setting international labour standards. Founded in October 1919 under the League of Nations, it is one of the first and oldest specialised agencies of the UN.

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About ILO

The International Labour Organization (ILO) is a specialized agency of the United Nations that focuses on labor issues, promoting social justice, and improving working conditions worldwide. It was established in 1919, making it the oldest UN agency.

The primary goal of the ILO is to promote decent work for all. It sets international labor standards, develops policies and programs, and provides technical assistance and research on various labor-related topics. The organization brings together governments, employers, and workers from its member states to shape labor standards and policies through a tripartite structure.

The ILO’s work covers a wide range of areas, including employment creation, labor rights, social protection, occupational safety and health, labor migration, and the elimination of forced labor and child labor. It also addresses issues such as gender equality in the workplace, the rights of indigenous peoples, and the promotion of sustainable enterprises.

The organization adopts international labor standards in the form of conventions and recommendations. Conventions are legally binding international treaties that establish minimum standards for labor rights and can be ratified by member countries. Recommendations provide guidelines for member states on labor issues and are not legally binding but serve as important references for national policies and practices.

The ILO carries out its work through a network of field offices around the world, where it provides technical assistance to member states in implementing labor standards and policies. It also conducts research and produces reports on global labor trends and challenges.

Overall, the ILO plays a crucial role in promoting social justice and improving working conditions globally, aiming to ensure that all people have access to decent and productive work in conditions of freedom, equity, security, and dignity.

Why work at ILO

  1. Impact: The ILO’s work directly contributes to improving the lives of workers worldwide. By promoting decent work, labor rights, and social justice, the organization addresses pressing global challenges such as unemployment, poverty, inequality, and exploitation. Being part of the ILO means having the opportunity to make a meaningful impact on a global scale.
  2. Multidisciplinary Approach: The ILO brings together professionals from various backgrounds, including economics, law, social sciences, and development. This multidisciplinary approach allows for collaboration and diverse perspectives in addressing labor issues. Working at the ILO enables you to engage with experts from different fields and broaden your knowledge and skills.
  3. International Environment: The ILO is a truly global organization, with member states from around the world. Working at the ILO means being part of an international community and having the chance to work with colleagues from different countries and cultural backgrounds. This multicultural environment fosters understanding, cooperation, and learning.
  4. Policy Development: The ILO is involved in setting international labor standards and developing policies that shape national labor laws and practices. Working at the ILO provides an opportunity to contribute to the formulation of these standards and policies, influencing labor practices at both the national and international levels.
  5. Collaboration and Partnership: The ILO works closely with governments, employers’ organizations, and workers’ organizations, following a tripartite structure. This collaboration allows for dialogue, negotiation, and consensus-building in addressing labor issues. Working at the ILO involves engaging with these stakeholders and fostering partnerships to promote social dialogue and achieve sustainable solutions.
  6. Professional Development: The ILO offers opportunities for professional growth and development. It provides training programs, capacity-building initiatives, and knowledge-sharing platforms. Working at the ILO allows you to enhance your skills, expand your network, and stay updated on the latest developments in the field of labor and employment.
  7. Work-Life Balance: The ILO promotes a healthy work-life balance and values the well-being of its employees. It offers competitive compensation packages, flexible working arrangements, and a supportive work environment. The organization recognizes the importance of maintaining a healthy balance between work and personal life.

Details to the post

Grade: G5 

Vacancy number:  GENEVA/GS/2024/06

Publication date: May 6, 2024
Closing date (midnight Geneva time)  June 6, 2024

Job ID:  11949  
Department:  INTSERV  
Unit:  DST  
Duty Station:  Geneva  
Contract Type:  Fixed Term  

Key Roles and Responsibilities

  1. Execute and coordinate a wide range of administrative and office support tasks, ensuring compliance with applicable regulations. Supervise and guide the work of administrative and office support staff, establish work priorities, assign tasks, and provide on-the-job training, as appropriate.
  2. Keep up to date on evolving administrative and financial rules, regulations, policies, procedures and processes and provide guidance and assistance on them where appropriate. Stay up to date on the activities and work priorities of the organizational unit. 
  3. Screen, process and track incoming communications, particularly those relating to sensitive and confidential matters. Manage requests for administrative and general information. Prepare, write, perform quality checks, finalize and/or upload content to web pages/disseminate outgoing general and administrative correspondence, reports, publications and other documentation. Carry out unofficial translations.
  4. Keep the supervisor’s agenda. In accordance with the order of priority, arrange appointments and meetings for, among others, delegates and other senior officials. Receive and guide visitors to the meeting rooms. Prepare mission files. Collaborate with the procedures related to official trips. Prepare cost estimates.
  5. Ensure the maintenance of information management and registration systems, as well as the maintenance, updating, availability and correct structuring of electronic workspaces.
  6. Process and track a wide range of transactions, using the enterprise resource planning (ERP) system, and verify that information is complete and complies with applicable standards. 
  7. 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, presentations, information files and related materials. Write meeting minutes if requested.
  8. Take care of license administration tasks. Provide the supervisor with information about official travel, leaves, and teleworking schedules when requested.
  9. Serve as focal point for administrative matters related to performance management, interns and other human resources matters. 
  10. Manage office supplies, furniture and equipment. Organize office transfers on agreed dates and collaborate in their execution. Manage the logistics of personnel movements. 
  11. Perform other related duties as assigned.

optional section (only if necessary)

Minimum requirements

Training

Complete secondary studies.

Experience

A minimum of five years of relevant experience.

Languages

Excellent command of a working language of the Organization (Spanish, French or English) and practical knowledge of a second working language.

Knowledge and skills (technical/personal)

In addition to the core competencies required by the ILO [integrity and transparency, sensitivity to diversity, orientation to learning and knowledge sharing, customer orientation, communication, orientation to change, responsibility for one’s own performance, orientation to quality, collaboration ], the following skills are required for this position:


Good knowledge of the established regulations governing the corresponding areas of activity. Ability to interpret and work within the framework of applicable rules, regulations, policies and procedures.


Knowledge of ILO programs and activities.


Proficient use of software packages such as Office 365 (Word, Excel, PowerPoint, Teams).


Good knowledge of SharePoint or another document management system.


Sufficient ability to work with an enterprise resource planning (ERP) system.


Ability to quickly understand and work correctly and with a minimum of instruction with work tools, computer programs, systems, applications and web platforms.


Ability to manage a content management system to copy, paste and format content on public website pages. 


Very good writing. 


Analytical skills and meticulousness at work. 


Communication and interpersonal skills. Tact and diplomacy. Discretion in the treatment of confidential matters.


Ability to work effectively in a multicultural environment, with exemplary, gender-sensitive, inclusive and non-discriminatory attitudes and behaviour.

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