Human Resources Development Department

International Labour Office

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 *.

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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(Registry), as well as the effective preservation of official correspondence and other legal, juridical and historical documents (Archives).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.