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.
Administrative Assistant (FNS Division)
Vacancy notice no: 1361
Sector: BDT
Department: DNS
Country of contract: Switzerland
Duty station: Geneva
Position number: TD34/G5/835
Grade: G5
Type of contract: Fixed-term
Duration of contract: 2 years with possibility of renewal for 2 additional years
Recruitment open to: External
Application deadline (Midnight Geneva Time): 3 October 2023
ORGANIZATIONAL UNIT
The Telecommunication Development Bureau (BDT) is responsible for the organization and coordination of the work of the Telecommunication Development Sector (ITU-D) of the Union which deals mainly with ICT-focused development policies, strategies and programmes, as well as technical cooperation activities, to promote digital inclusion and drive digital transformation at community, country and regional levels. To effectively and efficiently serve the needs of ITU members, BDT is organized into four functional areas:
- Office of the Deputy to the Director and Field Operations Coordination Department
- Partnerships for Digital Development Department
- Digital Networks & Society Department
- Digital Knowledge Hub Department
The Digital Networks & Society Department is responsible for BDT activities in the areas of spectrum management, network development, cybersecurity and emergency telecommunications. This department is also responsible for supporting ITU Member States in their transition to digital societies by providing tools and guidelines to address environmental challenges (in particular, climate change and e-waste), and for promoting innovation, ICT applications/services, digital inclusion and ecosystems, with the ultimate goal to 'leave no one behind'.
DUTIES AND RESPONSIBILITIES
This position is under the direction of the Chief of Department and the day-to-day supervision of the Head, Future Networks & Spectrum Management (Access) Division. The role of this post is to provide administrative support services to the Division, to ensure the smooth running of administrative work within the Division. The post requires the ability to prioritize tasks and to organize work independently based on general direction from the supervisor. To this extent, the incumbent performs the following duties:
- Provides administrative support to the Division with respect to the flow of communications, meetings and workflow; identifies complex or sensitive subjects for special treatment, as well as priority issues that need to be brought to the supervisor’s attention.
- Receives and examines all incoming mail for the Division, drawing the attention of the Head of Division to the most important matters; distributes to all the relevant staff of the Division; drafts replies, makes the necessary modifications and follows-up on the signature of the supervisor.
- Facilitates the administrative work of the Division by establishing tracking systems for correspondence and documents; verifies that the work is done within established deadlines; monitors work progress and cases of priority and concern to the supervisor; maintains an effective and efficient filing system of correspondence, records and documents relevant to the Division; prepares and submits documents for storage in archives.
- Drafts correspondence and translates texts; proof-reads and edits letters, memorandums and documents for the Division; drafts letters of invitations and responses to official requests related to the organization and follow-up on symposia/seminars/workshops etc.; extracts mailing lists from CRM; retrieves documents, obtains information and data for use by the Head of Division; orders publications pertaining to the specialized work of the Division.
- After consultation, concerning questions of clarity and consistency of content, edits, assembles publications and other pertinent documents produced by short-term specialist consultants, and ensures their reproduction/distribution.
- Makes mission arrangements for the Head and staff of the Division and experts in collaboration with the Travel Section and prepares all the documentation for the missions such as mission requests, travel authorizations, repatriation forms, UNDSS, etc.; prepares the planning charts for the Head’s agenda; sends the travel claims upon their return.
- Prepares Terms of Reference for experts; obtains cost estimates for budget management purposes; liaises with the BDT HR Focal point and ensures follow-up on all questions related to the staff of the Division and experts (extension of contracts, vacancy notices, job descriptions, leaves, etc.) and to the office management (moves, phone lines, furniture, maintenance, stock of stationery, etc.).
.
- Processes and follows up on requests for purchasing through SRM; liaises with suppliers to ensure timely delivery and authorizes payment of the final invoices.
- Manages and updates the website of the Division; creating new pages, receiving and posting new information and documents pertaining to the Division activity domains and to the events organized.
- Liaises and coordinates with other divisions/departments of the BDT, the different departments of the Secretariat and Bureaus of ITU Headquarters as well as with regional offices, when required.
- Performs any other related activities 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.
• Ability to work independently as well as to work in 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). Experience in working on web pages would be an advantage.
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)
77,571.- CHF - 103,161.- CHF without dependants.
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 Careers 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.
