Office Support Assistant

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Description

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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).

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.

The incumbent works under direct supervision of the Branch Chief (GEDI). 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.

 Duties and Responsibilities:

• 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. 
• 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.
• 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.
• Schedule appointments and meetings as requested. Welcome and guide visitors to meeting rooms. Assist with official travel arrangements. Prepare routine cost estimates.
• Maintain and update information and records management systems, such as filing systems, databases and other platforms. 
• Process and follow up on routine transactions in the enterprise resource planning (ERP) system.
• 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. 
• 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. 
• 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.

Source: https://jobs.ilo.org/job/Geneva-Office-Support-Assistant-1200/1166936101/

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