Administrative Clerk

Vacancy No: TC/2014/GOVERNANCE/01 Title: Administrative Clerk Grade: G.4 Contract type: Fixed-Term Appointment Duration of contract:  One year, with possibility of renewal subject to project funding availability and satisfactory conduct and performance	Date: 18 August 2014 Application Deadline (midnight Geneva time) 31 August 2014 (13 day(s) until closing deadline) Currently accepting applications   Organization unit:   DDG/P GOVERNANCE LABADMIN/OSH Duty Station:  Geneva, Switzerland
This is a Technical Cooperation position, therefore the recruitment process falls outside Annex 1 of the Staff Regulations. Technical Cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation or renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of technical cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance. The following are eligible to apply: - Internal candidates, officials holding ILO Short-Term Officials at the time of the submission of their application. - External candidates: recruitment for this vacancy will be on a local basis, in accordance with Article 4.3* of the Staff Regulations. ************ Applications for transfer submitted by officials in the same grade will be given prior consideration. The Director-General reserves the right to appoint candidates at one level below the level of the advertised post. External candidates: Conditions of employment: The salary range of this grade is the following: 68,611 CHF p.a. (minimum) to 91,281 CHF (maximum). In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. *Article 4.3 states, inter alia, that an official shall be classified as locally recruited if at the time of appointment (s/)he fulfils any of the following conditions: (i) (s/)he is Swiss national; (ii) (s/)he is a French national living within a radius of 25 km from Geneva; (iii) irrespective of nationality, (s/)he has been living continually for one year within a radius of 25 km from Geneva.
INTRODUCTION The position is located in the ILO's Labour Administration, Labour Inspection and Occupational Safety and Health Branch in Geneva (LABADMIN/OSH). LABADMIN/OSH leads the ILO's technical work in these three areas providing advisory services to constituents and mobilizing expertise across the Office and through professional networks to enhance assistance to constituents; including through the delivery of technical cooperation projects. This is the fourth successive global ILO/Norway TC project focused on strengthening workplace compliance through labour inspection in selected countries. This centralized project supports capacity building of national labour inspectorates in line with Outcome 11 of the ILO's Strategic Policy Framework 2010-2015. The project covers nine ILO member States from all regions. The successful candidate will provide a full range of secretarial and general office management support to the professional staff in the branch and the field offices dealing with implementation of the Norwegian funded project (GLO/14/65/NOR). The position will report to the Director of LABADMIN/OSH.
Description of Duties General Administration: Draft standard correspondence, edit and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations) in conformity with the ILO requirements and using appropriate software. Support the knowledge management duties of the project both within and outside the organisation and ensures effective email and website communication with the HQ, Regional and country Offices. Maintain timely and orderly files and official records related to project activities. Search and select relevant information and records for officials upon request and assist in the organization and administration of reporting and evaluation activities under the project. Provide secretarial and administrative support to meetings and seminars organized under the project at national and/or at regional levels which includes arrange briefing and appointments, prepare welcome letters and respond to routine requests for information. Ensure that travel administrative arrangements are in order. Undertake any other relevant task as may be requested by the Chief of LABADMIN/OSH. Travel Administration: Timely process and completion for travel arrangements, including travel authorizations, hotel reservations, visas, identity cards, driving licenses, security and other required clearances. Finance: Prepare routine financial data and statements for the project-related activities. Prepare and process financial transactions in IRIS including Contracts, Travel Requests, Purchase Orders, Purchase Requisitions and External Payment Authorisations. Arrange and ensure payment of resource persons and external collaborators, such as Daily Subsistence Allowances. Draft payment-related correspondence and ensure follow-up. Maintain records of such disbursements and balance accounts as required.
Required Qualifications
Education Completion of secondary school education.
Experience Three to four years' relevant work experience. Practical experience on standard office software packages and email required by the work unit (e.g. WORD, EXCEL, PowerPoint).
Languages Excellent knowledge of English (spoken and written), and good knowledge of another working language of the Office (French or Spanish).
Competencies  - Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multitasks; - Ability to use the tools needed to perform the activities of the position, e.g. spreadsheets, record systems; - Ability to work as a member of a multicultural team and manage work under time pressures; - Knowledge of practices and procedures for preparing administrative documents and filing; - Ability to compose correspondence and edit documents according to established standards; - Accuracy and ability to pay attention to details; - Excellent computer, oral and written communication skills; - Ability to use initiative and judgment appropriate to situations; - Customer service oriented in order to provide courteous, prompt and efficient responses to internal and external clients.
APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR WRITTEN TEST.
APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.
Please note that all candidates must complete an on-line application form. To apply, please visit ILO's e-Recruitment website at: erecruit.ilo.org. The system provides instructions for online application procedures.
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 - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants. Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.