Administrative Assistant

The incumbent gives a spread of administrative and workplace help companies that contribute to the graceful and environment friendly working of the department/division. Areas of labor embrace normal administration and workplace help and HR-, finance- and procurement-related help, requiring the use and utility of ILO administrative and monetary guidelines, laws, insurance policies, procedures and processes (relevant requirements). 

The incumbent works underneath direct supervision of the Employment Coverage Advisor and Head of the DMCU. The incumbent works independently in delivering specialised help companies. Work is reviewed for the well timed supply of outcomes. Supervision acquired is concentrated on the standard of course of execution and to offer developmental and technical help. The incumbent gives steering and will allocate duties to workplace and administrative help employees.

Inside contacts are with various organizational models all through the Group to coordinate conferences, enlist help, make clear and change info and comply with up on administrative actions and deadlines. Exterior contacts are with guests, conferences contributors and repair suppliers to share info for the completion of pending points.

Duties and Obligations:

• Carry out and coordinate a broad vary of administrative and workplace help duties, guaranteeing compliance with relevant requirements. Oversee and information the work of workplace and administrative help employees, set up work priorities, assign duties and supply on-the-job coaching, as required.
• Maintain knowledgeable of pertinent administrative and monetary guidelines, laws, procedures and processes and supply steering and help on these, the place required. Maintain knowledgeable of the organizational unit’s actions and work priorities.
• Overview, course of and comply with up on incoming communications, together with on delicate and confidential issues. Deal with administrative and normal info requests. Put together, draft, carry out high quality management, finalize and/or add to webpages/disseminate outgoing normal and administrative correspondence, reviews, publications and different documentation. Present casual translations.
• Preserve the supervisor’s agenda. Schedule appointments and conferences in response to precedence, together with for delegates and different high-level officers. Welcome and information guests to assembly rooms. Put together mission recordsdata. Help with official journey preparations. Put together price estimates.
• Guarantee info and information administration methods and digital workspaces are maintained, up to date, accessible and effectively structured.
• Course of and comply with up on a variety of transactions utilizing the enterprise useful resource planning (ERP) system, verifying that info is full and in compliance with relevant requirements.
• Present, set up and coordinate a spread of administrative and logistical help companies for conferences and different occasions. Make sure the well timed preparation, translation, publication and dissemination of paperwork, shows, briefing recordsdata and associated supplies. Take minutes of conferences as requested.
• Carry out depart administration duties. Present info on official journey, depart and teleworking schedules to the supervisor when requested.
• Function focus for administrative issues regarding efficiency administration, interns and different HR issues.
• Handle workplace provides, furnishings and gear. Manage workplace strikes based mostly on agreed schedules and help their implementation. Handle logistics for employees actions.
• Carry out different related duties as assigned.
• elective part (provided that wanted)
• elective part 2 (provided that wanted)
• Minimal Necessities
• Schooling
• Completion of secondary faculty training.

Expertise:

• Minimal of 5 years of related expertise.

Languages:

• Wonderful command of 1 working language (English, French, Spanish) of the Group and a working data of a second working language.

Supply:  https://jobs.ilo.org/job/Geneva-Administrative-Assistant-50-1200/1054960901/