Secretary

Introduction

The position is located in the Inclusive Labour Markets, Labour Relations and Working Conditions Branch (INWORK) within the Conditions of Work and Equality Department (WORKQUALITY). 
The Branch strives to improve the working conditions and the protection of workers through effective policies, while contributing to achieving an inclusive labour market which provides access to quality employment for all, including sound labour relations. More specifically, the Branch is responsible for: undertaking multi-dimensional analysis of workers’ protection, vulnerability at work and labour market institutions, including the impacts on labour markets and economic performance and on equality. In doing so, it develops and, upon request, offers integrated policy advice which is responsive to national needs, priorities and resources. 
The position will provide general office support, primarily to the Labour Market Institutions and Performance Group and the Working Conditions Group. 
The position will report to the Branch Chief.

Specific Duties

1.    Carry out IRIS preparer duties including, preparing IRIS travel requests and claims, purchase orders and purchase requisitions, external collaboration and service contracts. Carry out the required follow-up action with the relevant administrative services relating to these transactions, on all sources of funds.
2.    Provide administrative, secretarial and logistical support for meetings and seminars organized by the Branch. This includes meeting room reservation, coordinating travel and lodging of participants, and all relevant follow-up action, preparation of correspondence.
3.    Format INWORK publications, including inserting bibliographical references.
4.    Based on contributions provided, up-date ILO website pages related to some of the areas covered by the Branch.
5.    Initiate arrangements for the purchase of furniture and office supplies.
6.    Perform other relevant duties as assigned.

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.  May be required to take dictation and transcribe from tape recordings.  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.

Required qualifications

Education

Secondary school or commercial school.

Experience

Four years’ secretarial experience.

Languages

Excellent knowledge of one working language and good working knowledge of a second to answer queries, route mail and receive visitors.    . 

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. 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.