Project-Program Support Assistant G4

Grade: G4

Vacancy no.: DC/ENTERPRISES/GS/2025/01

Publication date: 14 January 2025

Application deadline (midnight Geneva time): 19 January 2025

Job ID: 12653

Department: ENTERPRISES

Organization Unit: SOCIAL FINANCE

Location: Geneva

Contract type: Short Term

Contract duration: 6 months

This is a temporary assignment with a duration of 6 months.

The selection process is not subject to the rules and procedures defined in Annex I of the ILO Staff Regulations.

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 recruitment process for General Service positions is subject to specific local recruitment criteria. 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 ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to E-Mail schreiben.

*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 75,512 CHF yearly.

Introduction

The Sustainable Enterprises, Productivity and Just Transition Department (ENTERPRISES), has the overall objective to promote sustainable enterprises to achieve the ILO goal of social justice through decent work. The Department promotes and develops sustainable enterprises and provides policy, advisory and capacity development services to the ILO’s tripartite constituents on promoting sustainable enterprises. Together with the Department on Social Protection and the Department on Employment, the ENTERPRISES Department form the policy Cluster of Jobs and Protection.

The Department is organized around four thematic priorities and units: Social and Solidarity Economy; Multinational Enterprises and Enterprises Engagement; Micro, Small and Medium Enterprises; and Social Finance. The role of sustainable enterprises of all sizes and forms are the principal source of economic growth, wealth, and decent work creation. Technical Specialists on Sustainable Enterprises, Productivity and Just Transition are based in a range of Decent Work Technical Support Teams in all Regions they are members of the wider Global Technical Team for ENTERPRISES.

The Social Finance Team works with the financial sector – with banks, insurers and investors – to explore ways in which they can create jobs, improve working conditions and enhance resilience. This position supports the Social Finance team to administer and implement a range of projects with the financial sector.

Reporting lines: This position reports to Head of Unit. Additional support will be provided by current administrative personnel in the Department.

Description of Duties

• Draft standard correspondence, type and format a variety of documents related to project activities (correspondence, reports, technical documents, presentations, etc.) in conformity with the ILO requirements and using appropriate software.
• General office management, administrative and logistic support for meetings, seminars and/or workshops organized under the project/programme.
• Update information on project website and databases. Reply to queries and emails for information.
• Maintain files, databases and official records related to project activities. Search and select relevant information and records for officials upon request.
• Liaise/Request services from other work units inside or outside the office for completion of tasks.
• Process all administrative arrangements for official travel, including travel authorizations, visas and other required clearances.
• Assist in calculating cost estimates and compile documents and materials for missions for colleagues, resource persons and participants of meetings, seminars and project-related activities.
• Compile routine financial data and information for project-related activities. Enter data to classify and code transactions.
• Prepare and process transactions in IRIS including contracts, travel requests, purchase orders, purchase requisitions and external payment authorisations.
• Arrange payments of resource persons, such as daily subsistence allowance. Draft payment-related correspondence, ensure follow-up and maintain records.
• Perform other relevant duties as assigned.

Education

Completion of secondary school education.

Experience

At least three years’ experience in general office management and clerical support work.

Languages

Excellent knowledge of one working language (English or French), and good working knowledge of the other.

Competencies

• Ability to organize own work.
• Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to changing demands and multiple tasks.
• Proficient in basic computer software (Microsoft Word, PowerPoint, Excel, Adobe Reader) and ability to use other software packages required by the Office.
• Ability to obtain services from other work units inside or outside the office for completion of tasks.
• Ability to work as a member of a team and manage a heavy workload under time pressure.
• Knowledge of practices and procedures for preparing administrative documents and maintaining filing systems.
• Ability to draft correspondence and correct documents in accordance with established standards.
• Ability to work with accuracy and to pay attention to detail.
• Excellent oral and written communication skills.
• Customer service skills in order to provide courteous, prompt and efficient responses to clients.
• Understanding of principles of non-discrimination and gender equality.
• Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.

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.

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.