Administrator

Grade: P3

Vacancy no.: RAPS/2/2024/RELMEETINGS/01

Publication date: 6th May 2024

Application deadline (midnight Geneva time): 6th June 2024

Job ID: 11937

Department: RELMEETINGS

Organization Unit: OFFCONF

Location: Geneva

Contract type: Fixed Term

The following are eligible to apply:

• ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
• External candidates.

Staff members with at least five years of continuous service with the Office are encouraged to apply.

Applications from candidates who have already separated from ILO service upon retirement or early retirement, will not be considered.

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 E-Mail schreiben.

The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).

Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: ILO Jobs: Non- and under-represented Member States

In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.

Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.

The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.

Introduction

The position is located in the Official Relations and Conference Management Branch (OFFCONF) within the Official Meetings, Documents and Relations Department (RELMEETINGS). RELMEETINGS is responsible for servicing the governing organs of the ILO (International Labour Conference, Governing Body and Regional Meetings), and for official relations with Member States. In addition to planning and organizing the sessions of those organs, it renders a wide range of support to tripartite constituents in preparation for, during and in the follow up to ILO official meetings.

The position is responsible for coordinating interpretation services for meetings, conferences and events taking place at ILO headquarters, collaborating closely with stakeholders both within RELMEETINGS and across relevant departments at ILO headquarters.

The position reports to the Head of the Conference Management Unit (CMU).

Specific Duties

1. Supervise the daily work of the support staff in interpretation, ensuring smooth operations and high-quality outputs.

2. Prepare the forecasting for the recruitment of interpreters to cover all meetings and events held at ILO headquarters; verify the availability of interpreters according to the languages required; oversee their recruitment.

3. Prepare and coordinate assignments for interpreters including for high-level meetings such as Governing Body and the International Labour Conference.

4. Provide relevant information to meeting organizers for the smooth operation of interpretation for all meetings and events held at ILO headquarters, independently of their format.

5. Ensure the daily coordination of the freelance interpreters recruited by ILO during meetings, keeping them apprised of the meetings/events for which they are hired and communicate all relevant documents and information.

6. Supervise the maintenance and update of the electronic tool used to track interpreters' availability and assignments. Liaise with the Information and Technology Management Department to enhance the tool’s efficiency and to meet evolving operational needs.

7. Collect data and maintain the information in the electronic tool with a view to data integrity and the production of statistical reports. Analyse data with a view to informing decision-making and optimizing interpretation services.

8. Develop and update guidelines and standard operating procedures for interpretation services as required.

9. Perform other relevant duties as assigned.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

1. Oversee financial, administrative, and personnel matters and prepare plan of operations for the relevant work unit.

2. Draft text and prepare budget for Programme and Budget proposals. Participate in the preparation of project documents submitted for external funding and prepare final budgetary reports on approved projects. Prepare other reports and documents related to programme and financial matters. Prepare correspondence related to finance, personnel or administration.

3. Control income and expenditure and prepare periodic analyses of the financial situation. Verify monthly accounts and take corrective action, examine requests to incur obligations in light of availability of funds. Verify invoices and approve payments. Issue various documents related to financial transactions.

4. Supervise financial and administrative arrangements for official meetings.

5. Liaise with other departments to settle financial and administrative arrangements.

6. Administer staff movements. Liaise with Human Resources Development Department on recruitment. Administer contractual agreements, especially external collaboration.

7. Control purchase, inventory and maintenance of furniture, equipment and supplies.

8. Make travel arrangements and do calculations for missions. May undertake missions to review financial and administrative matters of projects or to participate in the organization of seminars.

9. Review and analyse project implementation and progress reports to ensure outputs are in line with objectives and to judge need for reassigning material or personnel or suggest other measures to strengthen delivery.

10. Coordinate and organise workshops and meetings.

11. Supervise the work of administrative support staff.

12. Respond to programming and administrative questions and ensure necessary follow up.

Education

Advanced university degree (Master’s or equivalent) in interpretation, conference management or related area. A first-level university degree (bachelor’s or equivalent) in one of the afore-mentioned fields or other relevant area with an additional two years of relevant experience, in addition to the required experience stated below, will be accepted in lieu of an advanced university degree.

Experience

Five years of experience in the field of interpretation and conference related matters.

Languages

Excellent command of one working language (English, French, Spanish) of the Organization and a working knowledge of a second working language. One of these languages must be English. Knowledge of a third working language would be an advantage.

Competencies

In addition to the ILO core competencies, this position requires:

Sound knowledge of financial rules and regulations. Knowledge of office’s policies, administrative procedures and practices concerning official meetings and conference management. Ability to research and interpret various guidelines and policies for application to address difficult administrative related issues. Skills in problem solving and managing change. Good drafting and communication skills. Computer applications skills. Organisational skills. Ability to develop and monitor a budget of a programme or a project. Good knowledge of the work unit’s operations, objectives and technical field and ability to effectively monitor work programme and resources. Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

Conditions of employment

• Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
• The first contract will be issued for a twenty-four month period.
• A successful external candidate will be on probation for the first two years of assignment.
• Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.

For more information on conditions of employment, please visit the ILO Jobs International Recruitment page.

Important Information

Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at E-Mail schreiben

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website. The system provides instructions for online application procedures.

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

The ILO has zero tolerance for acts of sexual exploitation and abuse (SEA) and is determined to ensure that all staff members and all beneficiaries of ILO assistance do not suffer, directly or indirectly, from sexual exploitation and abuse.

To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organisation, the ILO may conduct a background verification of candidates under consideration.

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account E-Mail schreiben - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.