Apply for Office Support Assistant, Geneva, Switzerland Job Vacancy | Position

Grade: G4

Vacancy no.: GENEVA/GS/2024/21

Publication date: 13 December 2024 Application deadline (midnight  Geneva time): 13 January 2025

Job ID: 12607 Department: ENTERPRISES Organization Unit: MSME Location: Geneva Contract sort: Fixed Term

The recruitment course of for General Service positions is topic to native recruitment rules and Article 4.3 of the ILO Staff Regulations. The ILO could solely provide a contract to individuals who’ve a sound residency standing in Switzerland or who at present 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.

• External candidates *

The ILO values variety amongst its employees. We welcome functions from certified men and women, together with these with disabilities. If you might be unable to finish our on-line application type resulting from a incapacity, please ship an electronic mail to ilojobs@ilo.org.

Applicants could also be examined to evaluate expertise in Microsoft Word, Excel and/or PowerPoint, or different expertise. In addition to any interview or testing which may be requested of candidates, profitable completion of the Assessment Centre is required for exterior candidates.

*Conditions of employment for exterior candidates: In conformity with present ILO apply, the appointment of an exterior candidate will usually be made at step one of this grade. The entry stage wage for this place is 71936 CHF yearly.

Organizational Setting

The place is situated within the Micro, Small and Medium Enterprises Branch (MSME) inside the ILO’s Department for Sustainable Enterprises, Productivity and Just Transition (ENTERPRISES). The Department’s total mission is the promotion and improvement of sustainable enterprises to attain the ILO aim of social justice by means of first rate work. It collaborates with the ILO’s tripartite constituents on selling sustainable enterprises by means of advisory companies and technical cooperation. Within the Department’s mandate to advertise sustainable enterprises, the MSME Branch seeks to unlock the potential of making extra and higher jobs for men and women in small companies – a sector the place the majority of employment is being supplied. The Branch is working with governments, social companions, the non-public sector and people on bettering the enabling enterprise setting, delivering entrepreneurship coaching, selling enterprise formalisation, integrating small enterprises into native and world worth chains, and bettering working situations and productiveness in SMEs (for extra particulars see https://www.ilo.org/topics/micro-small-and-medium-enterprises.

Main Purpose

The incumbent performs a variety of ordinary workplace and administrative help duties that contribute to the graceful functioning and well timed supply of the organizational unit’s actions. Such duties relate primarily to correspondence and doc preparation, processing administrative actions, info and data administration help and conferences help, requiring the use and application of the related ILO administrative guidelines, rules, insurance policies, procedures and processes (relevant requirements).

Supervision obtained/exercised

The incumbent works beneath direct supervision of the Chief of MSME Branch. The incumbent works with some extent of operational independence in performing the day-to-day work and consults the supervisor for steerage within the case of non-standard points. Supervision obtained is concentrated on the standard and timeliness of labor assignments.

Working Relationships

Internal contacts are with employees within the organizational unit and employees in different organizational items inside the identical space of labor to acquire, present or make clear info on issues associated to particular assignments and to relay directions from the supervisor. External contacts are with guests, assembly members and repair suppliers to observe up on routine issues, alternate info or direct them to the suitable particular person.

Key Duties and Responsibilities

• Perform quite a lot of workplace help duties, corresponding to correspondence and doc preparation, info and data administration help, monitoring the organizational unit’s communication channels and logistical and routine administrative help for conferences.
• Keep knowledgeable of pertinent workplace and administrative guidelines, rules, procedures and processes and guarantee work carried out adheres to those. Keep knowledgeable of the organizational unit’s actions and work priorities.

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• Receive and/or register incoming communications and ahead to related events. Reply to routine info requests or escalate as applicable. Type, format and proofread quite a lot of paperwork, making certain right spelling, punctuation, grammar, model, accuracy and compliance with relevant requirements. Draft normal correspondence. Prepare casual translations as required. Upload webpage content material.
• Schedule appointments and conferences as requested. Welcome and information guests to assembly rooms. Assist with official journey preparations. Prepare routine value estimates.
• Maintain and replace info and data administration methods, corresponding to submitting methods, databases and different platforms.
• Process and observe up on routine transactions within the enterprise useful resource planning (ERP) system.
• Provide logistical and routine administrative help for conferences and different occasions. Prepare and ship invites, agendas and different supplies. Arrange assembly venues and tools. Provide help and knowledge to members on issues of a routine nature.
• Maintain workplace provides and normal workplace tools. Keep inventories updated, order inventory as required and report tools points. Assist with workplace strikes, together with dealing with entry rights and making ready workstations for new employees.
• Perform different related duties as assigned.

elective part (provided that wanted)

elective part 2 (provided that wanted)

Minimum Requirements

 Education

Completion of secondary college  education.

Experience

Minimum of 4 years of related expertise.

Languages

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

Knowledge and Competencies (technical/behavioural)

In addition to the ILO core competencies Integrity and transparency, Sensitivity to variety, Orientation to studying and data sharing, Client orientation, Communication, Orientation to alter, Takes accountability for efficiency, Quality orientation, Collaboration, the next is required: Knowledge of normal workplace procedures and skill to work inside the relevant guidelines, rules, insurance policies and procedures.

Proficient in using pc software program packages, corresponding to Office 365 (Word, Excel, PowerPoint, Teams).

Knowledge of SharePoint or one other doc administration system.

Good stage of capability to work with an enterprise useful resource planning (ERP) system.

Ability to know and work effectively with workplace instruments, IT software program, methods, functions and web-based platforms.

Ability to make use of a content material administration system to repeat, paste and format content material right into a public web site web page.

Ability to draft normal correspondence.

Attention to element as a way to establish discrepancies in correspondence.

Tact, courtesy and skill to share info in an applicable and respectful method.

Ability to work successfully in a multicultural setting and to exhibit and mannequin gender-responsive, non-discriminatory and inclusive behaviour and attitudes.

Recruitment course of

Please word that every one candidates should full an on-line application type. To apply, please go to ILO People. The system offers directions for on-line application procedures.

Evaluation (which can embody one or a number of written exams and a pre-interview competency-based evaluation centre) and the interviews will tentatively happen throughout the 1 to three months following the application deadline. Candidates are requested to make sure their availability ought to they be quick listed for additional consideration.

Fraud warning

The ILO doesn’t cost any price at any stage of the recruitment course of whether or not on the application, interview, processing or coaching stage. Messages originating from a non ILO e-mail account – @ilo.org – needs to be disregarded. In addition, the ILO doesn’t require or must know any info regarding the checking account particulars of candidates.