The incumbent provides senior-level support and oversees a range of administrative- and finance-related services that contribute to the efficient running of the department/cluster in the areas of programme-, procurement- and HR-related support. Work requires the correct interpretation, adaptation and application of ILO finance-related and administrative-related rules, regulations, policies, procedures and processes (applicable standards).
The incumbent works under direct supervision of the [xxxxx – please add the position title (as stated in IRIS). The incumbent works independently, showing a high degree of initiative and judgment. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is integrated with related services. The incumbent provides relevant support, guidance and training to staff on the correct application of applicable standards.
Internal contacts are with diverse organizational units throughout the Organization to enlist cooperation, collaborate on the resolution of complex and sensitive issues, solve problems and coordinate joint activities for the effective planning and delivery of services. External contacts are with meetings participants and service providers to coordinate information and follow up on and resolve pending issues.
In accordance with the needs and priorities of the organizational unit where the position is located, the incumbent may also perform the following duties:
8. Organize and coordinate administrative services for meetings and other events, including high-level. Lead administrative support services and oversee the logistical, administrative and financial arrangements. Prepare and oversee the preparation of documents, presentations, briefing files and related materials. Take minutes and/or prepare summary notes of meetings.
9. Serve as focal point for administrative matters relating to performance management, interns and other HR matters.
Completion of secondary school education. Training in a relevant field.
Minimum of six years of relevant experience.
Excellent command of two working languages (English, French, Spanish) of the Organization.
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], the following is required:
In-depth knowledge of established standards governing operational areas. Ability to interpret administrative and financial rules, regulations, policies and procedures and impart knowledge to others.
Knowledge of the substantive nature of ILO programmes and activities.
Ability to apply sound financial administration and accounting techniques and work in accordance with the International Public Sector Accounting Standards (IPSAS).
Proficient in the use of computer software packages, such as Office 365 (Word, Excel, PowerPoint, Teams).
Good knowledge of SharePoint or another document management system.
Good level of ability to work with an enterprise resource planning (ERP) system.
Ability to quickly grasp and work efficiently with a minimum of training assistance with office tools, IT software, systems, applications and web-based platforms.
Ability to use a content management system to copy, paste and format content into a public website page.
Excellent drafting skills.
Analytical skills and attention to detail.
Ability to oversee the work of administrative support staff. Team-oriented to contribute to a positive and cohesive work environment.
Ability to grasp and work efficiently with large volumes of information related to administrative and programme priorities.
Interpersonal skills and communication skills. Ability to interact with an extensive network of contacts at senior levels with discernment, tact and diplomacy. Discretion in dealing with confidential matters.
Ability to work effectively in a multicultural environment and to demonstrate and model gender-responsive, non-discriminatory and inclusive behaviour and attitudes.