Sr Administrative Secretary (80%)
Vacancy no.: TEMP/CALL/GS/2021/03
Publication date: 12 October 2021
Application deadline (midnight Geneva time): 25 October 2021
Job ID: 6789
Organization Unit: MEDSERV
Contract type: Short Term
This is a temporary assignment for 10 months.
The following are eligible to apply:
- Currently ILO serving staff (WLT, FT, ST, SST, daily contract holders).
The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. If you are unable to complete our online application form due to a disability, please send an email to email@example.com.
The temporary position is located in the Medical Service Unit (MEDSERV), which forms part of the Human Resources Development Department (HRD), which opens from 08:00 to 17:00, on a daily basis. MEDSERV has a mandate to assist all ILO staff regardless of their location. The position of Senior Administrative Secretary will report directly to the Medical Adviser and will be required to provide a full range of advanced secretarial work of a responsible nature, including coordinating the work of the secretariat of MEDSERV and administering a system of electronic data collection and recording.
Medical confidentiality is essential to the functioning of MEDSERV. The successful candidate will be requested to sign a confidentiality clause as part of their contract to work.
- Prepare in IRIS Purchase Requisitions and Purchase Orders for ordering all medical supplies and equipment and for all medical maintenance contracts. Prepare receipts for such purchases in IRIS. Take responsibility for the ordering of non-medical stocks and equipment for the unit.
- Provide secretarial support and assistance in the production of health promotion information and educational materials prepared within the unit and ensure that adequate supplies of such materials are available on time.
- Respond to medical need by contacting the appropriate doctor or nurse during urgent and emergency situations, as a member of the emergency response team of MEDSERV.
- Prepare documentation for the United Nations Joint Staff Pension Fund and for the Compensation Committee. Maintain the filing system and follow-up of the medical material related to these bodies.
- Establish and maintain databases and prepare related reports and statistics.
- Liaise with external health-care providers to arrange appointments, seminars and presentations.
- Prepare in IRIS external collaborator contracts for the MEDSERV.
- Be responsible for the petty cash account in the MEDSERV.
- Draft and follow up on administrative documentation relating to the MEDSERV
Secondary school or commercial school.
Five to six years' secretarial experience, of which at least three years within the Organization or the UN system. Experience in an occupational health service will be considered an advantage.
Excellent knowledge of French and English, including ability to draft administrative correspondence in both languages. Knowledge of Spanish would be an advantage.
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 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. Ability to search and retrieve information from databases and compile reports. Knowledge of procedures governing missions and other official travel. Knowledge of rules and procedures governing leave. Ability to respond to requests from visitors. Ability to determine relevant background and reference material for others to screen requests for urgency and priorities and to keep confidentiality. Supervisory skills.
Ability to reply in an appropriate and helpful manner to telephone and in-person enquiries. Ability to work well with colleagues as part of a multidisciplinary team. Ability to organise own work. Complete discretion in dealing with confidential matters. Flexibility. Ability to work in a multicultural environment and gender-sensitive behaviour and attitudes are also required.
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.
Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 1 to 3 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.
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.