Operations Assistant

Operations Assistant

Grade: G5

Vacancy no.: GENEVA/GS/2024/09

Publication date: 3 July 2024

Application deadline (midnight Geneva time): 5 August 2024

Job ID: 12133

Department: RO-Europe and Central Asia

Organization Unit: RO-Europe and Central Asia

Location: Geneva

Contract type: Fixed Term

The recruitment process for General Service positions is subject to local recruitment regulations and Article 4.3 of the ILO Staff Regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations.
• Other staff members with at least five years of continuous service with the Office are also eligible. They are encouraged to apply and will be given special consideration at the screening and evaluation stage.
• External candidates *

The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to E-Mail schreiben.

Applicants may be tested to assess skills in Microsoft Word, Excel and/or PowerPoint, or other skills. In addition to any interview or testing that may be requested of candidates, successful completion of the Assessment Centre is required for external candidates.

*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 78,737 CHF yearly.

1. Organizational setting

This position is located in the Regional Office for Europe and Central Asia (RO-Europe and Central Asia). The Regional Office, based at ILO headquarters in Geneva, maintains overall responsibility for the ILO’s presence and activities in the region. It takes the lead in defining programme priorities and activities, monitoring programme delivery and providing support and coordination to its field structure.

3. Working relationships

Internal contacts are with staff and managers in field offices, project locations and headquarters to provide operational and administrative support and to exchange information on specialized processes and procedures for the delivery of services. The incumbent liaises with diverse organizational units to initiate requests, obtain clearances, process and follow up on administrative actions.

External contacts are primarily with counterparts in UN agencies and other international organizations, embassies, permanent missions and concerned authorities to seek or provide information for the completion of pending issues. The incumbent also liaises with service providers to follow up on pending issues.

2. Main purpose

As a team member, the incumbent provides a range of operational and administrative support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, HR, finance and travel and logistics, and require the use of the enterprise resource planning (ERP) system. The incumbent performs at a fully operational level, requiring correct application of established rules, regulations, policies, procedures and guidelines to recommend an appropriate course of action in the assigned area(s).

The position works under the supervision of the Administrator, EUROPE. Supervision received is focused on the timeliness of process execution and the quality of outputs. The incumbent works with a moderate degree of independence. Work is reviewed for correctness in the application of applicable standards.

4. Key duties and responsibilities

In accordance with the needs and priorities of the office where the position is located, the incumbent will provide services from among the following duties:

1. Provide a range of administrative and/or operational support services. Contribute to the smooth and efficient functioning of the work unit by evaluating requirements, organizing and carrying out work assignments accordingly and proposing improvements to work processes.

2. Prepare, draft and finalize general and administrative correspondence and undertake quality control of outgoing documents for accuracy of information, grammar, style and compliance with applicable standards. Provide informal translations.

3. Maintain the official travel plan of the work unit. Make travel and accommodation arrangements, coordinate visa and security requirements, and process administrative transactions.

4. Initiate, process and follow up on HR and finance administrative actions, verifying that information is in compliance with applicable standards. Input complete data in the enterprise resource planning (ERP) system. Perform other HR and finance support functions as required. Process arrangements for the arrival and/or departure of staff, including travel, security clearances, visas, transportation of personal affects and other benefits and entitlements and follow up with concerned authorities as appropriate.

5. Perform operations for authorizing and effectuating expenditures. Prepare inputs, run reports and extract and compile data to support optimal budget utilization and preparation of programme and budget and workplan documentation.

6. Coordinate and provide a range of administrative and financial support for meetings, workshops and other events. Ensure the timely preparation, translation, publication and dissemination of documents; presentations, briefing files and related materials. Take minutes and follow up on implementation of decisions.

7. Ensure the work unit’s filing systems are maintained, accessible and efficient. Update websites and databases. Gather, consolidate and present information/data on specific topics.

8. Keep abreast of changes to administrative rules, regulations, policies, procedures and guidelines and share information with staff, providing further clarification as required. Provide guidance to more junior staff, as required on applicable standards and work procedures.

9. Perform and/or coordinate other general administrative duties such as those related to attendance and leave recording, office space, registry, inventory and procurement matters.

10. Perform other relevant duties as assigned.

Education

Completion of secondary school education.

Languages

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

Experience

Minimum of five years of general administration and office support work experience. Experience of working with an enterprise resource planning (ERP) system.

Competencies

Knowledge and Competencies (technical and behavioural)

Knowledge of general office support and operational areas.

Awareness of the nature of ILO programme and activities.

Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

In addition to the ILO core competencies [Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration], this position requires:

Efficiency in providing administrative support for the organization of meetings and other events.

Ability to search, retrieve and compile information from various sources.

Ability to adapt quickly to new software and systems.

Drafting skills.

Analytical skills and attention to detail.

A high degree of discretion with sense of responsibility in dealing with confidential matters.

Interpersonal skills, tact and diplomacy when dealing with others.

Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account E-Mail schreiben - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.