Office Support Assistant - G4

Organizational Setting

The position is located in the Department Support Team (DST) within the Internal Services and Administration Department (INTSERV). INTSERV is responsible for a wide range of services relating to facilities and asset management, environmental sustainability, occupational safety and health, security and safety, logistics and mail services, publications management and production, diplomatic privileges, travel and transportation, as well as the provision of other central services.  In addition to providing services at ILO headquarters, each unit provides expertise, advice and guidance in its respective field, to ILO headquarters and to the field.  DST provides general support to the Director and other line managers of the department in the areas of finance and programming, administration, financial control, human resources and general office management.
The incumbent will primarily provide administrative support to the Security Unit (SECURITY). He/she will also provide administrative support to other units in the department, as required and under the direction of the Head of DST.

Main Purpose

The incumbent performs a range of standard office and administrative support tasks that contribute to the smooth functioning and timely delivery of the organizational unit’s activities. Such tasks relate primarily to correspondence and document preparation, processing administrative actions, information and records management support and meetings support, requiring the use and application of the relevant ILO administrative rules, regulations, policies, procedures and processes (applicable standards).

Supervision received/exercised

The incumbent works under direct supervision of the Supervisor of the DST. The incumbent works with some degree of operational independence in performing the day-to-day work and consults the supervisor for guidance in the case of non-standard issues. Supervision received is focused on the quality and timeliness of work assignments.

Working Relationships

Internal contacts are with staff in the organizational unit and staff in other organizational units within the same area of work to obtain, provide or clarify information on matters related to specific assignments and to relay instructions from the supervisor. External contacts are with visitors, meeting participants and service providers to follow up on routine matters, exchange information or direct them to the appropriate person.

Key Duties and Responsibilities

1. Perform a variety of office support tasks, such as correspondence and document preparation, information and records management support, monitoring the organizational unit’s communication channels and logistical and routine administrative support for meetings. 
2. Keep informed of pertinent office and administrative rules, regulations, procedures and processes and ensure work performed adheres to these. Keep informed of the organizational unit’s activities and work priorities.
3. Receive and/or register incoming communications and forward to relevant parties. Reply to routine information requests or escalate as appropriate. Type, format and proofread a variety of documents, ensuring correct spelling, punctuation, grammar, style, accuracy and compliance with applicable standards. Draft standard correspondence. Prepare informal translations as required. Upload webpage content.
4. Schedule appointments and meetings as requested. Welcome and guide visitors to meeting rooms. Assist with official travel arrangements. Prepare routine cost estimates.
5. Maintain and update information and records management systems, such as filing systems, databases and other platforms. 
6. Process and follow up on routine transactions in the enterprise resource planning (ERP) system.
7. Provide logistical and routine administrative support for meetings and other events. Prepare and send invitations, agendas and other materials. Arrange meeting venues and equipment. Provide support and information to participants on matters of a routine nature. 
8. Maintain office supplies and standard office equipment. Keep inventories up to date, order stock as required and report equipment issues. Assist with office moves, including handling access rights and preparing workstations for new staff. 
9. Perform other relevant duties as assigned.

optional section (only if needed)

optional section 2 (only if needed)

Minimum Requirements

Education

Completion of secondary school education.

Experience

Minimum of four years of relevant experience.

Languages

Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language.

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:

Knowledge of general office procedures and ability to work within the applicable rules, regulations, policies and procedures.

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

Knowledge of SharePoint or another document management system.

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

Ability to grasp and work efficiently 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. 

Ability to draft standard correspondence. 

Attention to detail in order to identify discrepancies in correspondence.

Tact, courtesy and ability to share information in an appropriate and respectful manner.

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