Executive Assistant to the Director - G6

Organizational Setting

The position is located in the Decent Work Technical Support Team/Country Office (DWT/CO) in Budapest. The DWT/CO-Budapest provides advisory services to governments, employers’ and workers’ organizations in 19 countries of Central and Eastern Europe. Its mandate is to promote decent work, focussing on the four strategic objectives of the ILO: respecting rights at work, promoting full and productive employment, enhancing universal social protection, and strengthening social dialogue. 

Main Purpose

As a team member, the incumbent provides senior level support with responsibility for performing, completing and overseeing a range of operational and administrative support services in an efficient, effective and client-oriented manner. These relate to the delivery of administrative and office support, HR, finance and travel and logistics, and require the use of the enterprise resource planning (ERP) system. The incumbent plays a key role, demonstrating considerable judgment, in ensuring transparency in the correct application, interpretation and adaptation of established rules, regulations, policies, procedures and guidelines. The incumbent evaluates and proposes solutions to difficult situations and provides inputs into the design and development of improved operational support services and delivery processes.

The position works under the supervision of the Director of the DWT/CO-Budapest. Supervision received is focused on facilitating service delivery, ensuring that agreed results are achieved and that work is coordinated and integrated with related services. Work assignments are generally carried out under minimum supervision with the incumbent operating with a high degree of independence, particularly on operational delivery matters. Work is reviewed for feasibility of recommendations and correctness of end results, and on the handling of complex and intricate operational matters involving the new application or interpretation of policy or affecting other related activities of the work unit. 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 staff and managers in the DWT/CO-Budapest (both in Budapest and in project offices), the Regional Office and headquarters to provide operational and administrative support and guidance for the delivery of services and the resolution of complex issues in compliance with applicable standards. The incumbent liaises with diverse organizational units to coordinate, prioritize and follow up on activities.

External contacts are primarily with counterparts in UN agencies and other international organizations, non-governmental organizations (NGOs), embassies, permanent missions and concerned authorities to coordinate and follow up on pending issues or to obtain clarification, provide guidance on Office practices and procedures and solve administrative-related matters. The incumbent also liaises with service providers for the completion of pending issues.

Key Duties and Responsibilities

1. Provide and/or coordinate a variety of office and administrative support services to assist the Director with the smooth running of the Office. Keep informed of important events and activities of the office and inform concerned staff.
2. Update and maintain the Director’s agenda. Screen and schedule appointments according to urgency and priority. Coordinate requests from high-level visitors and establish briefing programmes. Receive visitors and respond to in-person, telephone and email inquiries in a timely manner.
3. Analyze, manage and monitor a diverse range of correspondence and documentation, including of a confidential and sensitive nature, bringing important issues to the Director’s immediate attention. Draft notes and responses requiring research and an understanding of administrative, operational and programme areas. Prepare and/or review and clear correspondence for the Director’s signature, ensuring accuracy of information and compliance with applicable standards.
4. Coordinate the preparation of a range of documents and information covering political and managerial matters and diverse technical areas of the ILO to facilitate the work of the Director in taking strategic decisions and reporting on ILO activities. Determine priorities and follow up on deadlines with staff and managers as appropriate. .
5. Maintain contact with and contact lists of ministers, government officials, employers’ and workers’ organizations, national and/or sub-regional and regional institutions, UN agencies, and other international organizations and members of the diplomatic corps.
6. As Office focal point for the Talent Management System, support the Director with measures to increase compliance with the different Talent Management System modules, tracking status of compliance of staff in the Office and following up with managers and staff as required. Provide guidance and first-level support, escalating more complex issues to the next level, and run reports and follow up as required.
7. Perform other relevant duties as assigned.

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Minimum Requirements

Education

Completion of secondary school education. Training in an area related to general administration and office support.

Experience

Minimum of six years of general administration and office support work experience, including providing various senior level support services. Experience of working with an enterprise resource planning (ERP) system.

Languages

Excellent command of the English language and working knowledge of the official national language of the duty station.

Knowledge and Competencies (technical/behavioural)

Good knowledge of a range of operational areas. 
Good knowledge of PC software (including word processor, spreadsheet and presentation software) such as Microsoft Office.

Knowledge of methods and techniques for assessing quality and efficiency of process execution.
Knowledge of the substantive nature of ILO programmes and activities.

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], this position requires:

Ability to adapt quickly to new software and systems. 
Ability to coordinate and oversee a broad range of operational activities.
Ability to search, retrieve and compile information from a variety of sources. 
Good drafting skills.
Ability to coordinate the work of support staff.
Analytical skills and attention to detail. 
A high degree of discretion with sense of responsibility in dealing with confidential matters. 
Interpersonal skills, tact and diplomacy when dealing with others.
Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.