Senior Administrative Assistant - G6

Organizational Setting

The position is located in the Secretariat of the Department for Multilateral Partnerships and Development Cooperation. The Multilateral Relations and Development Cooperation Department (PARTNERSHIPS) establishes and develops strategic partnerships in close interaction with other portfolios and the regions. It is responsible for developing the ILO’s strategy for development cooperation as well as public–private partnership (PPPs) initiatives and South–South and Triangular Cooperation activities. PARTNERSHIPS leads consultations and negotiations with development cooperation partners and is responsible for mobilizing voluntary contributions for the ILO’s programme, as well as coordinating technical and financial reporting to donors. In close collaboration with the other portfolios, PARTNERSHIPS facilitates streamlining of work processes and procedures and provides assistance to enhance service delivery in the field. In addition, PARTNERSHIPS is responsible for providing field operation support.

Main Purpose

The incumbent provides senior-level support and oversees a range of administrative and office support services that contribute to the efficient running of the department/cluster. Areas of work include general administration and office support and HR-, finance- and procurement-related support, requiring the correct interpretation, adaptation and application of ILO administrative and financial rules, regulations, policies, procedures and processes (applicable standards).

 

 

Supervision received/exercised

The incumbent works under direct supervision of the chief of the Department. The incumbent works independently, showing a high degree of initiative and judgment in delivering specialized support services. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is integrated with related services. The incumbent organizes and coordinates the work of office and administrative support staff and provides relevant guidance and training.

 

 

Working Relationships

Internal contacts are with diverse organizational units throughout the Organization to enlist cooperation, collaborate on the resolution of complex and sensitive issues, solve problems and coordinate joint activities for the effective planning and delivery of administrative services. External contacts are with visitors, meetings participants and service providers to coordinate information and follow up on and resolve pending issues. External contacts are also with UN agencies, other international and non-governmental organizations, development partners and groups, embassies, permanent missions.

 

 

Key Duties and Responsibilities

1. Oversee a broad range of administrative and operational support services, ensuring compliance with applicable standards. Evaluate ongoing support requirements, adapt service provision to meet changing needs and priorities and resolve operational support issues. 
2. Keep informed of pertinent administrative and financial rules, regulations, procedures, processes and related developments. Provide guidance, leadership and training to administrative support staff to facilitate a working environment that fosters consistency, efficiency, continuous learning and knowledge building. Provide guidance and advice to staff on processes and procedures. Keep informed of the organizational unit’s activities and priorities as well as relevant ILO policy and senior management decisions.
3. Analyse, evaluate and propose improvements to the design and delivery of work methods and processes. Assess the impact of changes and make recommendations on follow-up actions. Liaise with other administrative areas for an integrated and well-coordinated support to programme delivery.
4. Review, prioritize, route, reply and follow up on incoming communications, including on complex, sensitive and confidential matters. Handle a wide range of inquiries and requests for information and propose innovative solutions to issues without precedent. Prepare, draft, perform quality control, finalize and/or upload to webpages/disseminate a broad range of outgoing general and administrative correspondence, reports, publications and other documentation. Draft notes and responses on the basis of research, knowledge of administrative matters and understanding of the areas covered by the work programme. Provide informal translations. 
5. Maintain the supervisor’s agenda. Schedule appointments and meetings according to priority. Coordinate high-level visits, including ensuring appropriate protocol, security and transport arrangements. Prepare and/or coordinate briefing programmes. Welcome visitors. Coordinate official travel arrangements and prepare mission files. Make hospitality arrangements.  
6. Ensure information management systems and electronic workspaces are maintained, updated, accessible and efficiently structured. 
7. Process and follow-up on a wide range of transactions using the enterprise resource planning (ERP) system, verifying that information is complete and in compliance with applicable standards or if delegated, act as certifying officer for the work unit. 
8. Organize and coordinate administrative services for meetings and other events, including high-level. Lead secretariat support services and oversee the logistical, administrative and financial arrangements. Prepare and oversee the preparation of documents, presentations, briefing files and related materials. Take minutes and/or prepare summary notes of meetings.
9. Perform leave administration duties. Provide information on leave, travel and teleworking schedules to the supervisor when requested.
10. Serve as focal point for administrative matters relating to performance management, interns and other HR matters. 
11. Oversee and/or coordinate space planning for the department/cluster. Manage logistics for staff movements. Manage office supplies, furniture and equipment. 
12. Perform other relevant duties as assigned.

optional section (only if needed)

13. Under delegated authority, act as certifying officer and ensure the effective internal financial control and the sound administration of the organizational unit's funds under all sources of funds. Oversee, review and certify financial transactions ensuring that they are in conformity with the ILO's financial rules and regulations and the requirements of relevant administrative rules and procedures. Coordinate year-end financial closure processes. Process more complex financial transactions, such as programme allocation changes, personnel actions, development cooperation (DC) budget revisions, transfers of expenditure, virtual credit card (VCC) payments and treatment of supplier invoices in case of discrepancies and matching issues. Act as replacement/back-up certifying officer for other organizational units in collaboration with other certifying officers or when requested by BUDFIN.

14. Maintain accurate financial monitoring and reporting of staff and non-staff resources. Prepare staffing tables and other financial reports for management. Prepare and consolidate operational budget information to assist management with informed decision making in relation to Programme and Budget preparation, DC portfolio management and work planning exercises. 

15. Keep management informed of the contractual status of staff and the status of non-staff resources of the organizational unit. Identify/anticipate potential staff contract-, budgetary- and HR-related issues and make suggestions for their resolution.

optional section 2 (only if needed)

Minimum Requirements

Education

Completion of secondary school education. Training in a relevant field.

Experience

Minimum of six years of relevant experience.

Languages

Excellent command of two working languages (English, French, Spanish) of the Organization.

Knowledge and Competencies (technical/behavioural)

In addition to the ILO core competencies Integrity and transparency, Sensitivity to diversity, Orientation to learning and knowledge sharing, Client orientation, Communication, Orientation to change, Takes responsibility for performance, Quality orientation, Collaboration, the following is required:

In-depth knowledge of established standards governing operational areas. Ability to interpret administrative and financial rules, regulations, policies and procedures and impart knowledge to others.

Ability to apply sound financial administration and accounting techniques and work in accordance with the International Public Sector Accounting Standards (IPSAS).

Knowledge of the substantive nature of ILO programmes and activities.

Proficient in the use of computer software packages, such as Office 365 (Word, Excel, PowerPoint, Teams). 

Good knowledge of SharePoint or another document management system.

Good level of ability to work with an enterprise resource planning (ERP) system.

Ability to quickly grasp and work efficiently with a minimum of training assistance with office tools, IT software, systems, applications and web-based platforms.

Ability to use a content management system to copy, paste and format content into a public website page. 

Excellent drafting skills. 

Analytical skills and attention to detail. 

Ability to oversee the work of administrative support staff. Team-oriented to contribute to a positive and cohesive work environment.

Ability to identify and assess service challenges and decide the best course of action where there may not be a clear solution.

Ability to grasp and work efficiently with large volumes of information related to administrative and programme priorities.

Interpersonal skills and communication skills. Ability to interact with an extensive network of contacts at senior levels with discernment, tact and diplomacy. Discretion in dealing with confidential matters. 

Ability to work effectively in a multicultural environment and to demonstrate and model gender-responsive, non-discriminatory and inclusive behaviour and attitudes.