Secretary - G4

The position is located in the Department of Partnerships and Field Support (PARDEV).  PARDEV establishes and develops strategic partnerships in close interaction with other ILO departments at headquarters and field offices in the regions. It is responsible for developing the ILO’s strategy for development cooperation. PARDEV leads consultations and negotiations with development cooperation partners and is responsible for mobilizing voluntary contributions for the ILO’s programme, as well as for coordinating technical and financial reporting to donors. In addition, PARDEV is responsible for providing field operation support. PARDEV comprises three units: the Development Partner Relations Unit, the Quality Support Unit and the Emerging and Special Partnerships Unit.
As a team member, the incumbent provides a variety of general office support services to the assigned officials, completing a range of standard support tasks in an efficient, effective and client-oriented manner. Such tasks contribute to the timely and effective functioning of business operations of the work unit and may encompass duties related to correspondence preparation, document preparation, database maintenance, meetings support, travel, and mail services. The incumbent is required to use standard office equipment and the enterprise resource planning (ERP) system to process transactions. Work is governed by established rules, regulations, policies, procedures and guidelines governing operational areas. 
The position works under the overall supervision of the Director of the Department.  The incumbent works with some degree of operational independence in performing the day-to-day work and consults the supervisor for guidance on non-standard issues.
 

1.     Perform a range of office support and administrative functions for the work units including the organization and arrangement of meetings, video conferences, skype calls and teleconferences.
2.      Provide assistance for the official travel of staff  including for travel and accommodation arrangements, security clearances, visa requirements. 
3.     Respond or draft responses to routine correspondence and other communications; use standard word processing package to produce a wide variety of documents and reports. Prepare and format invitation letters for donor review meetings, briefing and information sessions for ILO development partners.
4.     Prepare IRIS transactions including travel requests and claims, purchase orders and purchase requisitions, expense report claims and carry out the required follow-up action with the relevant administrative services relating to these transactions.
5.     Provide appropriate clerical and logistical support for meetings and seminars organized by the Department (internal and external). This includes meeting room reservations, requesting cost estimates for hospitality, coordinating travel and lodging of participants, and all relevant follow-up action.
6.     Liaise with the relevant services and technical units of the Organization and the International Training Centre of the ILO in Turin on the production and printing of reports, donor and country specific brochures, fact sheets, etc., prepared by PARDEV, and undertake despatch thereof.
7.     Maintain databases such as development cooperation codes, contact lists, calendar/schedules of meetings; monitor change and communicate relevant information to appropriate staff.
8.      Upload certified financial statements, signed agreements and submission letters. Upload additional documents in SharePoint following instructions and established procedures, as required. 
9.     Perform other relevant duties as assigned.
 

1.    Word process a variety of documents (correspondence, reports, tables, presentations, manuscripts) using appropriate software.   Corrects syntax, punctuation, and grammar as well as the proper formatting of material and documents prepared by others to conform with house requirements. Send faxes and electronic mail.  May be required to update specialized databases and/or websites.
2.    Screen, log as necessary, and redirect mail and correspondence.  Inform and remind responsible staff of follow-up dates and monitor deadlines for response or specific actions.  Draft standard correspondence in one language and type in two languages.  Follow-up on administrative actions.
3.    Create and maintain the work unit’s filing and reference systems.  Clarify needs with professional staff for document specifications and location for easy search and reference purposes.  Maintain the unit’s stationery and other basic supplies.  
4.    Provide general secretariat support services for meetings.  
5.    Receive, assess and refer telephone and personal enquiries in two languages to the appropriate staff for reply and respond to general enquiries.  Make appointments for the Chief and professional staff of the unit, receive visitors. Initiate travel arrangements.
 

Secondary school or commercial school.

Four years’ secretarial experience.

Excellent knowledge of one official language (English, French, Spanish) and a working knowledge of a second to answer queries, route mail and receive visitors.

Technical

Ability to use word processing software and e-mail. Knowledge of house rules for the preparation of documents and of the use of filing systems. Ability to reply in an appropriate manner to telephone and in-person enquiries.  Ability to work well with colleagues. Ability to organise own work. Ability to search internet.  Ability to use other software packages required by the work unit. Knowledge of software necessary for updating websites may be required. Knowledge of procedures for creating and maintaining the file system.  Knowledge of procedures for preparing administrative forms.  Ability to obtain services for completion of tasks from other work units inside or outside the office.  Ability to evaluate correspondence and enquiries for best course of action.

Behavioural

Ability to use word processing software and e-mail. Knowledge of house rules for the preparation of documents and of the use of filing systems. Ability to reply in an appropriate manner to telephone and in-person enquiries.  Ability to work well with colleagues. Ability to organise own work. Ability to search internet.  Ability to use other software packages required by the work unit. Knowledge of software necessary for updating websites may be required. Knowledge of procedures for creating and maintaining the file system.  Knowledge of procedures for preparing administrative forms.  Ability to obtain services for completion of tasks from other work units inside or outside the office.  Ability to evaluate correspondence and enquiries for best course of action.

Behavioural
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.