Administrative Assistant - G5(m/w/x)

# Administrative Assistant - G5 (50%) **Grade:** G5 **Vacancy no.:** DC/SOCPRO/2025/GS/01 **Publication date:** 5 June 2025 **Application deadline (midnight Geneva time):** 19 June 2025 **Job ID:** 13050 **Department:** SOCPRO **Organization Unit:** SOCPRO **Location:** Geneva **Contract type:** Fixed Term **Contract duration:** One year --- Under article 4.2, paragraph (e) of the Staff Regulations, the filling of vacancies in development cooperation projects does not fall under Annex I of the Staff Regulations and is made by direct selection by the Director-General. The following are eligible to apply: * ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the Staff Regulations. * External candidates\* \*The recruitment process for General Service positions is subject to specific local recruitment criteria. **The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who currently reside in neighbouring France.** The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org. Development cooperation appointments are not expected to lead to a career in the ILO and they do not carry any expectation of renewal or conversion to any other type of appointment in the Organization. A one-year fixed-term contract will be given. Extensions of development cooperation contracts are subject to various elements including the following: availability of funds, continuing need of the functions and satisfactory conduct and performance. \*Conditions of employment for external candidates: In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. The entry level salary for this position is 79,366 CHF yearly. ## Introduction The position is located in the Universal Social Protection Department (SOCPRO) at ILO Headquarters in Geneva, Switzerland and will work on the Global Accelerator on Jobs and Social Protection for Just Transitions. The Global Accelerator was launched in September 2021 by the UN Secretary-General and promotes a job-rich recovery from the COVID-19 pandemic, as well as just ecological, technological and societal transitions to more sustainable and inclusive economies and societies. Three complementary and mutually supportive areas of work are envisaged under the Global Accelerator: 1) the in-country development of integrated and coordinated employment and social protection policies and strategies that facilitate just transitions; 2) the establishment of national financing frameworks and the mobilization of public and private domestic and international resources to invest in universal social protection and inclusive, environment- and gender-responsive employment interventions with a view to creating quality jobs; and 3) the improvement of multilateral cooperation on jobs and social protection for just transitions, including with international financial institutions. These three interlinked pillars aim to increase the level and coordination of the multilateral system’s efforts to help countries create millions of decent jobs, including in the green, digital and care economies, and to extend social protection coverage to the 4 billion people currently excluded. A joined-up effort of this scale and nature is critically needed to eradicate poverty and reduce inequalities, and thus pave the way for achieving the SDGs. The incumbent will provide administrative support to the development cooperation project of the Global Accelerator GLO/24/56/UND. In particular, the incumbent will support the financial administration of the project budget, preparation of financial transactions, organization of meetings, as well general administrative and secretarial support for the project. The incumbent will report to the Deputy Director of the Universal Social Protection Department. The incumbent will collaborate with SOCPRO Department Secretary and SOCPRO Financial Control Officer and the Programming, Partnerships and Knowledge-Sharing Unit of SOCPRO. The incumbent will also collaborate with the EMPLOYMENT Department and work with the relevant regional and country offices and internal departments including PARTNERSHIPS, FINANCE, PUBL, DCOMM, INTERSERV, and others as relevant. ## Description of Duties * Carry out all operations required for supporting the authorization of expenditures and for effectuating expenditures under all types of funding, including making calculations, preparing the financial transactions in the ILO’s Enterprise resource planning system -IRIS. This includes preparing and processing travel authorizations, external collaborator contracts, service contracts, travel claims, purchase orders and purchase Requisitions, checking supporting justifying documents, requesting funds and making payments. Keeping track of delivery of outputs and deadlines for delivery and payments. * Control the accounts of the project regarding allocations and expenditures and interact with country projects to clarify financial operations if necessary. Support the revisions of the budget. * Organize the administrative and financial archive of the overall project and collect supporting financial documents. * Respond to queries from inside and outside the organization regarding monitoring of the budget and administration of the project. Participate in internal meetings to provide information and guidance on administrative matters. * Draft correspondence and reports relating to above duties. Contribute to the drafting of the relevant sections in the narrative final reports and information sent also to FINANCE, PARTNERSHIPS and donor. * Provide administrative support to meetings and seminars organized in or outside of Geneva, including the weekly ILO Coordination Meetings, the Steering Committee meetings, inter-agency Coordination meetings, Workshops/Symposia and other global events, as well as remote support to the organization of country-level events. This includes reviewing budgets, coordinating with Headquarters departments, organizing the logistics for the meetings, sending and monitoring invitations, coordinating travel and lodging of participants, issuing tickets, paying DSA, recruitment and payment of resources persons, and drafting relative correspondence. * Word process a variety of documents (correspondence, reports, tables, presentations, manuscripts) using appropriate software. Corrects syntax, punctuation, and grammar as well as the proper formatting of material and documents prepared by others in conformity with ILO requirements. * Follow-up the process of publication of documents, research and knowledge products of the Global Accelerator and disseminate information and documentation on the Global Accelerator, in close collaboration with the Global Accelerator’s Communication and Outreach Officer, SOCPRO’s Social Protection Communications and Publications Officer and the EMPLOYMENT Department’s Communication Officer. * Provide, when required, support to update the website of the project with relevant information and contribute to the Global Flagship Programme on Building Social Protection Floors for All and the social-protection.org platform. * Perform other relevant duties as assigned by the supervisor. ## Required qualifications ## Education Successful completion of secondary or commercial school. ## Experience At least five years’ of relevant experience. Experience within the ILO is an advantage. ## Languages Excellent command of at least two working languages of the ILO, English being one of them. ## Competencies Knowledge of rules and regulations governing area of specialization (finance, personnel, relations, publications). Good knowledge of administrative procedures and accounting principles. Ability to search and retrieve information from central databases and compile reports. Ability to operate computer program and software packages for various administrative actions. Good drafting skills. Ability to establish and maintain effective relationships with officials at all levels. Ability to work accurately with administrative data.