Administrative Assistant- Support Services Division, Grade G4

Organizational setting and reporting:  

Under the supervision of the Director of the Support Services Division, the incumbent will provide assistance and support to the human resources, financial and administrative activities of the Division.

Responsibilities: 

Within delegated authority, the administrative assistant will be entrusted with the following duties:

• Assist the Director of the Division with administrative tasks as required (approximately 20%);
• Assist in the distribution of incoming and outgoing mail and correspondence within the Division;
• Assist with the calculation and preparation of payment instructions for temporary staff and external collaborators ensuring appropriate currency conversions and deductions; and allocate costs among cost centres based on authorized requests;
• Assist with the preparation of invoices and statements for assessed contributions and the preparation of correspondence with Member Parliaments concerning their contributions;
• Assist in the preparation of contracts for temporary staff and external collaborators;
• Assist with administrative correspondence in French and English, including personnel contracts, various attestations, customs, VAT exemption, business cards, tax forms, visa requests, etc.;
• Type and format letters, documents, tables and statements;
• Update and maintain files and keep records relating to the work of the Division, including personnel records;
• Assist with the reception in case of unforeseen temporary need;
• Perform any other duties as assigned by the Director of the Division and colleagues working in the Division and consistent with the role and responsibilities of the position.

The work involves frequent interaction with the following:

• Staff of the Secretariat

• Job applicants, temporary staff and external collaborators

• Vendors and clients

Results expected:

Timely delivery of results. Work to be produced efficiently and professionally. Effective and timely liaison and interaction with colleagues and concerned parties internally and externally.

Competencies:

• Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation. Practical approach to problem solving. Aptitude for mathematics.
• Planning and organizing: Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work and ability to meet deadlines. Ability to work with accuracy under time constraints and pressure.
• Communication: Speaks and writes clearly and effectively in French and English. Listens to others, correctly interprets messages from others and responds appropriately. 
• Technological awareness:  Work experience in office software packages (Windows, Microsoft office, MS Word, Excel etc.) is required. 
• Teamwork: Build and maintain positive working relationship with co-workers and the public. Aptitude for human contacts and resourcefulness. Team spirit. Adaptability to varying working environments and conditions. Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda.
• Commitment to Continuous Learning: Willingness to keep abreast of new developments in the relevant technical field and to develop own information technology skills.

Qualifications:

• Education: High school or equivalent diploma;
• Experience: At least three years’ experience of administrative and secretarial activities, of which preferably at least one year in an international organization, particularly in relation with administrative procedures and human resources, including experience with bookkeeping;
• Language: English and French are the working languages of the IPU. For the post advertised, fluency in English and French is required. Knowledge of another UN official language is an asset.

Assessment: 

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Compensation:

The Inter-Parliamentary Union offers an attractive salary and benefits package comparable to that of other international organizations headquartered in Geneva. The net salary for this position starts at CHF 71’936 commensurate with education and experience. 

Employment policy:

The position will be filled through a local recruitment process that will be open to internal and external applicants.

The IPU is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.

English and French are the two working languages of the IPU. From among equally qualified candidates, priority will be given to the applicants from the under-represented regions at the IPU. There will be a probation period of 9 months

This position will be based in Geneva. It will be for an initial period of two years, renewable depending on satisfactory performance and availability of funding.