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 Talent Pool
Vacancy notice no: 1561
Sector: SG
Department: C&P
Country of contract: Switzerland
Duty station: Geneva
Position number:
Grade: G5
Type of contract: Short-term
Duration of contract: 2 weeks to 5.5 months (multiple assignments)
Recruitment open to: External
Application deadline (Midnight Geneva Time): 31 December 2024
ORGANIZATIONAL UNIT
The General Secretariat directs administrative, human and financial resources and activities of the Union, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication/ICT matters for operational and other purposes, and the provision of legal advice to the whole of the Union. The General Secretariat coordinates the implementation of the Strategic Plan, monitors the telecommunication/ICT environment and recommends as needed action relating to the Union’s future policies and strategy. The General Secretariat ensures inter-sectoral coordination and cooperation to advance a whole of ITU approach (One-ITU) in headquarters and the field. The General Secretariat provides logistical and information technology support to the Union’s activities including conferences and global forums; the coordination of the work of the Union with the United Nations system, and other international organizations; and the engagement of the Member States, Sector Members, and Academia. The General Secretariat manages corporate governance, and strategic communications and relations with the media, different stakeholder groups as well as the general public.
The Conferences and Publications Department is responsible for ensuring communication between people involved in ITU activities and for the dissemination of ITU products, through its conference services (conference organization and logistics), language services (translation and interpretation in the six official languages, précis-writing, terminology and reference services) and documentation and publications services (text capture and text processing, electronic document management, publication composition, reproduction and distribution of paper and physical electronic products).
DUTIES AND RESPONSIBILITIES
Under the direct supervision of the Head of the organizational unit within the Conference and Publications department (Section, Service, Division as appropriate), the duties to be performed are as follows:
- Provides administrative support to the organizational unit with respect to communications, meetings, and organization of the work; organizes and participates in hybrid and in-person meetings with internal and external collaborators as necessary; drafts routine daily e-mail correspondence.
- Enters data and takes on appropriate actions in various internal systems and tools for the Conferences and Publications Department and ITU, and performs other administrative functions as required. For the Language Sections Only: contributes to the text-processing work in the Section, when available and in times of peak work volume.
- Coordinates the on-boarding of new team members, including setting up of accounts, access rights, as well as physical workstations, equipment, furniture, etc.; liaises with all team members and ITU relevant services; ensures follow-up on all questions related to the staff of the organizational unit.
- Coordinates the optimal use of office space; assigns office space as appropriate to temporary staff.
- Manages stocks of office supplies for the organizational unit; makes the necessary arrangements for maintenance and repairs in respect of equipment, furniture, etc.
- Prepares and coordinates all documentation related to the work of the organizational unit, as necessary; produces reports, presentations and statistics linked to the work of the organizational unit; identifies complex, sensitive subjects, and priority issues to be brought to the Head of the organizational unit attention.
- 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
Advanced proficiency in Microsoft Office applications and especially in Excel, Teams, and Outlook.
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).
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, 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.
