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.
Administrative Assistant
Vacancy notice no: 1919
Sector: BDT
Department: Regional Offices
Country of contract: Senegal
Duty station: Dakar
Position number: TD25R/G5/935
Grade: G5
Type of contract: Fixed-term
Duration of contract: 2 years with possibility of renewal
Recruitment open to: External
Application deadline (Midnight Geneva Time): 3 March 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 is under the direction of the ITU Area Representative for West Africa. The role of this post is to provide administrative support services to the ITU Area Office and to ensure the smooth running of administrative tasks. The post requires the ability to prioritize tasks and organize work independently based on general direction from the supervisor.
DUTIES AND RESPONSIBILITIES
The incumbent will:
- Place and screen telephone calls and answer routine queries; transfer complex queries to the staff concerned.
- Receive, analyze, register and distribute the incoming correspondence for the Regional Office; draw the attention of the staff concerned to most important and urgent matters; maintain tracking and follow-up systems for incoming and outgoing mails.
- Draft and prepare routine correspondence and respond to requests for information; review correspondence and other documents prepared recommending changes to format, style, spelling and/or grammar; perform informal translations of short texts and correspondence.
- Assist in the organization of meetings, mission, international conferences and other events; arrange meeting facilities and equipment, make travel arrangements, prepare correspondence and assemble documents for participants. May be requested to travel to provide support during an event.
- Update the list of contacts such as: ministers, government officials, regulators and sectors members. needed for the Regional Office.
- Maintain files/reference systems and other manual and computerized directories/databases.
- Arrange for the acquisition and day-to-day maintenance and follow-up contracts of the Regional Office equipment, material and supplies.
- Prepare shopping carts and perform the necessary SRM processes for authorized purchases.
- Prepare and enter Mission Travel Requests into the systems and liaise with the Travel Section at HQ
- Prepare and keep up-to-date statistics and project reports for monitoring of projects; assemble all required reports, documents, correspondence and notes as requested.
- 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
- Knowledge of 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 or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with ten years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.
Experience:
At least five 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.)
Experience in the use of computer equipment for Microsoft Office applications (e.g. Word, Excel, PowerPoint, Internet applications and Access databases).
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.
BENEFITS AND ENTITLEMENTS
Annual Salary (Net of Tax)
11’798.- XOF – 17’702.- XOF 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.
