Index Assistant, G-5. ILO, Geneva. Open until 13 May 2012

Vacancy No: 2012/09 Title: Index assistant Grade: G.5 Contract type: Fixed-Term Appointment Date: 11 April 2012 Application Deadline: 13 May 2012 Organization unit: DOSCOM Duty Station: Geneva, Switzerland The following are eligible to apply: - Internal candidates in accordance with paragraphs 15 and 16 of Annex I of the Staff Regulations. - External candidates: recruitment for this vacancy will be on a local basis, in accordance with Article 4.3 of the Staff Regulations *. *** The ILO values diversity among its staff. We welcome applications from qualified women and men, including those with disabilities. Successful completion of the Assessment Centre is required by external candidates. It might be required that applicants take a test to assess knowledge in Microsoft word, excel and/or power point. The Director-General reserves the right to appoint candidates at one level below the level of the advertised post. External candidates: Conditions of employment: The salary range of this grade is the following: 75,093 CHF p.a. (minimum) to 104,817 CHF (maximum). In conformity with existing ILO practice, the appointment of an external candidate will normally be made at the first step of this grade. *The recruitment process for GS position is subject to local recruitment regulations. The ILO may only offer a contract to persons who have a valid residency status in Switzerland or who have the right to reside in neighbouring France. INTRODUCTION The position is located in the Communications and Files Section (DOSCOM) of the Department of Central Services, Security and Protocol (SERVSEC). The role of DOSCOM is to ensure the proper functioning of communication services (mail, diplomatic pouch, telephone, etc.), central file management, official correspondence (Registry), as well as the effective preservation of official correspondence and other legal, juridical and historical documents (Archives). The index assistant ensures that correspondence and files are correctly indexed in keeping with the filing plans for which they are also responsible. The introduction of the Physical and Digital Official Records Archival system (PanDORA) means that the index assistant will play a pivotal role in tailoring filing plans to meet the needs of users, in addition to guaranteeing authorized users access to the system. The index assistant will work under the direct supervision of the Chief of Section. Description of Duties Specific duties 1. Administer the filing plans for official files, make them compatible with the Electronic Records Management System and tailor them to the needs of the different departments of the International Labour Office. 2. Administer the access rights and profiles pertaining to the Electronic Records Management System. 3. Receive and verify requests to open new electronic files. Determine the appropriate references for the files. Extract key words that accurately describe the contents of the files. 4. Respond to all requests for information. 5. Train junior colleagues in all aspects of transferring, storing and managing files. These specific duties should be carried out in conjunction with the following generic duties adapted to the work programme in question. Generic duties 1. Receive, read and route official correspondence. File (index) all correspondence with appropriate file references. 2. Determine file numbers for new files. 3. Participate in updating user guides and work procedure guides. 4. Undertake research in files upon request. 5. Inspect contents of files to be archived for consistence with established rules and participate in the archiving process. Required Qualifications Education Completion of secondary education or of a formal qualification in library sciences or documentation. Experience Five to six years of clerical experience in the field of file and archive management and electronic document management. Languages Good knowledge of two working languages. Knowledge of any other language used at the conferences of the International Labour Office would be an advantage. Competencies Knowledge of related work procedures (for example, mailing and shipping) and knowledge of administrative procedures related to the management of files and archives. Good understanding of the structure of the International Labour Organization, its activities and its various bodies (International Labour Conference, Governing Body, International Labour Office, etc.). Good knowledge of the Microsoft Office suite and of the functioning of the Oracle database. Good knowledge of a computerized record management system. Good knowledge of an electronic documents management system. Ability to develop filing plans. Ability to adapt workload during peak periods while maintaining good relations with clients. Ability to work in a team. -------------------------------------------------------------------------------- Please note that all candidates must complete an on-line application form. To apply, please visit ILO's e-Recruitment website at: erecruit.ilo.org. The system provides instructions for online application procedures. 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 - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants. 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.