Secretary

Introduction

The position is located within the International Labour Standards Department (NORMES). In accordance with the ILO Centenary Declaration for the Future of Work, NORMES strives to enhance the relevance of international labour standards to the world of work and to ensure their role as a useful means of achieving the constitutional objectives of the Organization.  More specifically, NORMES is responsible for: (i) designing and implementing the ILO standards-related activities in accordance with the standards policy adopted by the Governing Body; (ii) supporting and servicing all the supervisory bodies of the ILO; and (iii) the promotion of Office-wide coherence and cooperation on international labour standards.

The incumbent provides general secretarial support to the work of the Standards Policy Unit and the Records and Chancellery Unit.

Specific Duties

1.    Provide secretarial support to the meetings and the follow-up of the Standards Review Mechanism Tripartite Working Group, to the CEACR sessions, the Committee on the Application of Standards of the International Labour Conference and other meetings related to the supervisory system. 
2.    Prepare travel requests and claims, personnel actions, external payment authorizations, purchase orders, purchase requisitions and other administrative forms in ILO’s Oracle-based Enterprise resource planning (ERP) system and ensure follow-up with the respective units.
3.    Receive and register reports in the NORMLEX database from Member States under articles 19, 22 and 35 of the ILO Constitution on international labour standards.  Receive and register observations made by employers’ and workers’ organizations under article 23 of the ILO Constitution, and prepare related standard correspondence. Process the reports and the social partners observations through the CEACR Workflow system. Liaise and follow-up with concerned work units on the translation of documents as required.
4.    Prepare routine correspondence and distribute various communication using electronic format.
5.    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 (English, French, Spanish) 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:

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. 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. Discretion in dealing with confidential matters. Good time management skills to plan and schedule work to respect deadlines. Flexibility and ability to work under pressure.  Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.