INTERNATIONAL TELECOMMUNICATION UNION
ITU is the leading United Nations agency for information and communication technologies, with the mission to connect the world. To achieve this, ITU manages the radio-frequency spectrum and satellite orbits at the international level, works to improve communication infrastructure in the developing world, and establishes global standards that foster seamless interconnection of a vast range of communication systems. ITU also organizes global Telecom events bringing together the most influential representatives of government and the private sector to exchange ideas and knowledge for the benefit of all.
Senior Administrative Assistant
Vacancy notice no: 1948
Sector: BDT
Department: Regional Offices
Country of contract: Brazil
Duty station: Brasilia
Position number: TD26R/G6/791
Grade: G6
Type of contract: Fixed-term
Duration of contract: 2 years with possibility of renewal
Recruitment open to: External
Application deadline (Midnight Geneva Time): 9 April 2025
ORGANIZATIONAL UNIT
The Telecommunication Development Bureau (BDT) is responsible for the organization and coordination of the work of the Telecommunication Development Sector of the Union. BDT deals mainly with development policies, strategies, programming, projects, as well as technical cooperation activities to enable and foster universal access to affordable, high-quality and secure telecommunications/ICTs and Foster equitable and inclusive use of telecommunications/ICTs to empower people and societies for sustainable development. To effectively and efficiently serve the needs of Member States, BDT is organized into four functional areas:
- Operations Coordination Department (Office of the Deputy to the Director) (DDR)
- Projects, Partnerships & Digital Skills Department (PPS)
- Digital Networks & Environment Department (DNE)
- Digital Knowledge Society Department (DKS)
The regional offices provide assistance to the ITU Member States of the Region, ensuring a close relationship and collaboration. To implement the agreed programs and projects, in accordance with the ITU Strategy Plan and the BDT Action Plan, with the active support of all Departments, providing timely information about their development. To provide proper line management and support, the Regional Directors report to the Director of the BDT.
ORGANIZATIONAL CONTEXT
This position reports to the Regional Director. The purpose of this role is to provide administrative support services for the ITU Offices in the Americas, ensuring the smooth running of administrative work. The role requires the ability to prioritize tasks and organize work independently, based on general guidance from the supervisor.
DUTIES AND RESPONSIBILITIES
- Manages the Regional Office in terms of communications, meetings and workflow; identifies complex or sensitive subjects, and contacts that require special treatment, as well as priority issues that need to be brought to the supervisor’s attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of objectives and deadlines.
- Arranges appointments and maintains supervisor’s calendar, receives high ranking visitors, screens telephone calls and answers to inquiries.
- Organizes and facilitates the administrative work of the office including establishing the filing system, the internal procedures and tracking systems for correspondence and documents. Verifies that work is done in accordance with corporate standards and within established deadlines; monitoring work progress and handling priority issues for the supervisor.
- Establishes and maintains a list of contacts including ministers, government officials, regulators, sectors members, and other necessary for the Regional Office.
- Organizes workshops, training sessions, seminars, meetings and colloquiums, taking responsibility for administrative details and logistics, protocol matters and the finalization of the agenda, invitations, documentation production and distribution, note- taking, and preparation of meeting minutes. Follows-up on required actions and may be requested to travel to provide support during events.
- Researches and compiles background information and documents; prepares briefing materials for supervisor for use during official trips or special meetings. Drafts responses to written inquiries on a variety of routine and non- routine questions; communicates sensitive information to senior management and coordinates responses to sensitive or confidential inquiries on behalf of the supervisor.
- Follows up on the preparation of reports, correspondence, briefing notes and other documents by staff for the supervisor. Reviews these documents and makes changes to their format or style in accordance with standard practices. May also provide informal translations into another official language.
- Maintains the Regional Office financial account (including petty cash records) and prepares payments for external local contracts.
- Liaises with the UN System and government institutions regarding administrative matters related to the ITU Regional Office’s performance in the region, particularly in developing the necessary actions for customs clearance in Brazil, using the specific application (Siscomex System).
- Performs 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
- Practical knowledge of the BDT working methods would be an advantage.
- Ability to work independently as well as part of a team and under pressure.
- Ability to establish and maintain good working relations with staff at all levels.
QUALIFICATIONS REQUIRED
Education:
Complete secondary education with a diploma OR complete equivalent technical, business or secretarial 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 Spanish at advanced level and knowledge of English at intermediate level. Knowledge of a third official language (Arabic, Chinese, Russian or French) would be an advantage.
BENEFITS AND ENTITLEMENTS
Annual Salary (Net of Tax)
BRL 200,769 – BRL 287,097 without dependents.
According to ITU Staff Regulations and Rules, appointments to posts in the General Service category are subject to local recruitment conditions.
INFORMATION ON RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the ITU career website. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. ITU uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. Messages originating from a non ITU e-mail account - @itu.int - should be disregarded. ITU does not charge a fee at any stage of the recruitment process.
ITU applies a zero-tolerance policy against all forms of harassment. ITU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply to become a part of the organization. Achieving gender balance is a high priority for ITU.
