The Talent Management Branch (HR/TALENT) in the Human Resources Development Department (HRD) is responsible for the recruitment, selection, mobility and retention of staff; the provision of services related to organizational design and job classification; staff development, training and performance management; and the development of policy work within its areas of expertise.
Within HR/TALENT, the Capability & Performance Unit is coordinating the implementation of the Office's capability and performance strategy, including management of the performance management framework and centralized capability-developing activities. All members of the unit will be expected to contribute to creating synergies between these areas and other talent management processes. The main purpose of the position is to act as liaison between ILO staff and the language training provider in order to meet the needs of both the students and the service provider in a timely and qualitative manner. The incumbent will also perform a variety of complex administrative functions in the areas of capability and performance as well as providing advanced secretarial support to professional staff in the unit. The incumbent of this position will report to the Coordinator of the Unit.
Description of Duties
Specific duties
1. Assist in the determination of language training requirements (distance, blended and face-to-face), identification of products and providers and the administration of bidding processes.
2. Work with language training provider(s) to ensure products and course schedules best match student needs; follow up on payments and registrations. Monitor language training provider(s) regarding quality of client relations, services and effective use of services.
3. Examine requests for participation in private/summer language courses, follow up with students and relevant departments on administrative actions/logistical arrangements.
4. Check and reconcile invoices for payment, ensuring accuracy and transparency of expenses.
5. Answer general inquiries on the language training programme, provide information to staff and external students on procedures and entitlements and follow up with other UN organizations and missions on enrolments, attendance and fees.
6. Provide secretarial and logistical support for language exams, including processing IRIS personnel actions.
7. Act as focal point for maintenance in the pavilion including issuing badges, parking passes and room keys.
8. Assist in the organization and facilitation of workshops and other centralized training activities. Maintain and update training activities database. Analyse database statistics, and make recommendations with a view to process improvement, enhancing client service and cost effectiveness.
9. Contribute to the preparation of statistical data, trends analysis, and other reporting information for language-related activities and other areas of capability and performance.
10. Perform other tasks as assigned including backup of other assistants within the branch.
These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:
1. Upon receipt of authorisation, prepare contracts and assemble documentation required for staff appointment, promotion, transfer, separation, etc.
2. Examine requests for information on staff entitlements and benefits, determine staff members' eligibility to entitlements and benefits, calculate benefits for more straightforward cases, obtain information from other sources where necessary to justify eligibility, and draft appropriate letters to staff as well as personnel action forms to incorporate allowances where applicable.
3. Initiate actions relating to changes in staff status, examine and process personnel action documents, obtain clearances and complete necessary forms, and follow up with related personnel and administrative services accordingly.
4. Draft correspondence and personnel actions on a range of standard personnel matters as required.
5. Verify and update staff personal data, and incorporate information into staff files and automated specialised databases. Maintain staff files and compile data for the preparation of statistics.
6. Provide information to staff on HR procedures, benefits and entitlements.
DESIRABLE PROFILE
The set of qualifications below is indicative of the type of experience, education, language skills and competencies expected for this position.
EDUCATION
Completion of secondary school or equivalent technical or commercial school.
EXPERIENCE
At least five to seven years of experience in an international environment working on secretarial/administrative/HR-related issues.
LANGUAGES
Good knowledge of one working language, and working knowledge of another. Knowledge of a third would be beneficial
COMPETENCIES
Good knowledge of personnel rules, regulations and procedures. Knowledge of the work performed by other offices. Ability to extract and evaluate relevant personnel data and information and compile reports. Proven ability to check information and correct errors and omissions in contracts, official documents or databases. Ability to reply in an appropriate manner to inquiries. Ability to use other software packages required by the work unit. Ability to use IRIS. Ability to use Word (including Mail Merge) and Excel. Proven ability to apply and explain the staff rules and regulations. Good time management skills. Good drafting skills. Problem solving skills. Good communication skills. Ability to work independently. Good organisational skills.
Required Qualifications
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