Secretary 80%

Introduction

The position is located in the Freedom of Association Branch (LIBSYND) in the International Labour Standards Department. LIBSYND includes units covering freedom of association, collective bargaining and employment protection and governance. The Branch acts as secretariat to the Committee of Experts on the Application of Conventions and Recommendations (CEACR), the International Labour Conference Committee on the Application of Standards (CAS) and the Committee on Freedom of Association (CFA).

The position provides secretarial and office management support to the Branch Chief and the team members of the above units, ensuring the efficient follow-up of reports and correspondence The position, as with all support staff positions in the Department, contributes to the smooth functioning of department-wide activities, including the functioning of the supervisory system, support for the CAS at the International Labour Conference, the Governing Body CFA and the CEACR. The position works closely with the Senior Secretary and other members of the team, who will assign, guide and verify the work.

The position reports to the Branch Chief.

Specific Duties

1. Receive, record, and distribute mail, correspondence and documents to staff of the work unit following established guidelines. Inform staff of established deadlines and follow-up dates.
2. Assist with the preparation of correspondence and reports and the compilation of information. Photocopy, collate and distribute completed documents.
3. Maintain the work unit's filing and reference systems according to standard procedures.
4. Provide logistic support for meetings and conferences. Make travel and hotel arrangements and collect travel documents. Assemble files for meeting purposes according to specific instructions.
5. Word process statements, reports, studies including statistical tables, etc. from manuscripts and other sources using a variety of software.
6. Upon detailed instructions and complete information, input data in the Integrated Resource Information System (IRIS) (ERP) for the preparation of administrative forms (for example, travel authorizations).
    

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

1. Word process a variety of documents (correspondence, reports, tables, presentations, manuscripts) using appropriate software. Corrects syntax, punctuation, grammar, as well as the proper formatting of material and documents prepared by others to conform with house requirements. Send electronic mail.
2. File and retrieve correspondence and documents from established filing systems, both manual and automated. Assemble files for meeting purposes according to specific instructions. Input to various databases used by the unit.
3. Provide support to the assembly and distribution of documents for meetings, including necessary word processing. Assist, as instructed, in supporting the logistics of meetings by performing such functions as collecting travel documents (visa, laissez- passer etc) from the appropriate service and following up as necessary.
4. Receive telephone and in-person enquiries and refer to the appropriate staff for reply. Make appointments, as requested, for Professional staff of the work unit.

Required qualifications

Education

Secondary school or commercial school.

Experience

Two years’ secretarial experience.

Languages

Excellent command of one official language (English, French, Spanish) of the Organization. Basic reading and speaking skills in a second official language of the Organization to answer the telephone and copy type. Knowledge of Spanish would be an advantage.

Competencies

In addition to the ILO core competencies, this position requires:

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.

Behavioural

Discretion and respect for confidentiality in a highly sensitive area of the Office’s work. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.