DUTIES AND RESPONSIBILITIES

Under the overall guidance of the Regional Director of the ITU Regional Office for Asia and the Pacific region, and the day-to-day supervision of the Project Manager, the Project Assistant will perform the following duties in support to the following projects:

• Project on Digital Transformation in Micronesia.
• Project on Feasibility Study.
  • Ensure effective implementation of the projects by providing administrative support within the ITU Regional Office for Asia and the Pacific, and by coordinating with other relevant ITU offices involved in the projects.
  • Provide administrative support to the projects including the following:
    • Receive, analyse, register and distribute mail, correspondence and other documents related to the project. Distribute these to relevant staff and experts/consultants in the Pacific and follow up on deadlines as required.
    • Draw the attention of the Regional Director and other project personnel to important matters. Draft replies and routine correspondence, respond to requests for information, and review documents for accuracy in format, style, spelling and grammar. Follow up on required signatures from supervisors.
    • Ensure the proper distribution and recording of policy guidance, changes in processes/procedures, and administrative rules.
    • Ensure that management directives and decisions are effectively communicated.
    • Ensure compliance with ITU rules and regulations during project implementation and advise project personnel on  relevant matters.
    • Maintain files/reference tracking systems for correspondence and documents; prepare and submit documents for archiving.
    • Make travel arrangements for the Regional Director, Project Manager, relevant staff, and experts/consultants involved in the project in collaboration with the Travel Section and prepare all the documentation for the missions such as mission requests, travel authorizations, repatriation forms, UNDSS, Note Verbale etc.; prepare the planning charts for the Supervisor's agenda; and submit  travel claims upon  return.
    • Manage project related calendars for project personnel, including scheduling meetings and maintaining records of mission documents.
    • Organize logistics and administrative support required for the organization of workshops, seminars, and meetings. Arrange meeting facilities and equipment, prepare correspondence and assemble documents for participants attending events in the Pacific region.

Duties and Responsibilities (continuation)

• • • Prepare meeting notes and summaries for project-related meetings as required.
    • Prepare Terms of Reference (ToRs) for experts/consultants in the Pacific; obtain cost estimates for budget management purposes. Liaise with the BDT HR Focal point and ensure follow-up on all matters related to staff and experts (extension of contracts, vacancy notices, job descriptions, leave management and office administration (e.g. office moves, phone lines, etc.)
    • Process expert recruitments and travel arrangements using ITU recruitment and administrative systems. Support the preparation and timely submission of project quarterly reports within the ITU system, and coordinate the delivery and approval of additional project reports as required.
    • Coordinate and interact with ITU Members and stakeholders on administrative and logistical matters including distribution of invitations and documents, meeting coordination, responding to administrative enquiries, and raising it to relevant ITU staff.
    • Identify and coordinate with  suppliers for the hosting of meetings and the procurement  of office equipment, materials, and supplies for the projects in the Pacific. Follow-up on procurement processes in close collaboration with ITU's Procurement Team, including the creation of "shopping carts", tracking purchase requests through SRM system; liaise with suppliers to ensure timely delivery and verify invoices and prepare payment requests.
  • Provide and coordinate with relevant staff to update the projects’ website; ensure the creation of new pages; receive and post new information and documents relevant to the organizational unit activity domains and to organized events.
  • Provide overall administrative assistance, including:
    • Supporting the Regional Director with special projects as they arise.
    • Acting as a focal point for HR- related project issues.
    • Assisting in the implementation of various projects within the ITU Regional Office for Asia and the Pacific (ITU-ROASP).
  • Liaise and coordinate with other divisions/departments of the BDT, the General Secretariat, ITU Bureaus, Headquarters, and other
    regional offices.
  • Perform other related duties as assigned.

CORE COMPETENCIES

Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.

FUNCTIONAL COMPETENCIES

TECHNICAL COMPETENCIES

Ability to operate electronic equipment for data capture and knowledge of various software (MS Office, internet, etc)

QUALIFICATIONS REQUIRED

Education:

Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with thirteen years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.

Experience:

At least eight years of experience in the field of the post. A maximum of three years of studies in the field of the post and in a recognized school may replace the required experience on the basis of one year of education for one year of experience.  

Languages:

Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level. Knowledge of a third official language would be an advantage.

ADDITIONAL INFORMATION

According to ITU Staff Regulations and Rules, appointment to posts in the General Service category are subject to local recruitment conditions.