ORGANIZATIONAL CONTEXT

Under the supervision of the Chief of the Projects, Partnerships and Digital Skills Department, this position reports to a senior manager responsible for managing and coordinating the work of the Department. The role of this post is to provide administrative and secretarial support services to the Chief of Department, ensuring the smooth running of the Office and the efficient flow and management of information. This involves direct contact with other staff members and interactions with high-ranking officials, both within and outside the Organization. The post requires the ability to prioritize tasks and to organize work independently, based on general direction from the supervisor.

DUTIES AND RESPONSIBILITIES

The incumbent will:

• Provide administrative support to the Chief of Department with respect to communications, meetings and workflows. Identify complex or sensitive subjects, and contacts which require special treatment, as well as priority issues that need to be brought to the supervisor's attention. As appropriate, provide information and guidance to staff at all levels within the Department to ensure understanding of intent and deadlines.
• Arrange appointments and maintain supervisor’s calendar, receive visitors, place and screen telephone calls and answer enquiries from other departments of the Union, administrations, and regional organizations, both international and private, concerning activities or matters related to the Chief of the Department. Upon receipt, examine, register and sort the Department's mail - correspondence and documents, ensuring proper distribution.
• Organize and facilitate the administrative work of the office, including establishing the filing system, internal procedures, and tracking systems for correspondence and documents. Verify that the work is completed in accordance with corporate standards and within established deadlines; monitor work progress and prioritize cases of  concern for the supervisor.
• Draft letters and facilitate the circulation and translation of correspondence addressed to the Chief of the Department, as required; assist in the preparation of specific documents; file and collate replies received in documents, where necessary.
• Prepare and maintain the Chief of the Department's files for the BDT Management Committee, conferences, meetings and seminars including filing of correspondence, documents, and information of a confidential nature; obtain documents and information required for the preparation of presentations, speeches, and reports by the Chief of the Department.
• Organize workshops, trainings, seminars, meetings, and colloquiums taking responsibility for the administrative details and logistics. This includes finalization of the agenda, sending invitations, producing and distributing documentation, taking notes, preparing meeting minutes, following up on required actions and ensuring compliance with protocol matters.
• Coordinate travel arrangements, schedules, and reservations for the Chief of Department’s travel.
• Ensure liaison between the Department and the BDT HR Focal Point on all matters related to staff administration and recruitment.
• Follow-up on the preparation of reports, correspondence, briefing notes and other documents by staff for the supervisor; review these documents and make changes to their format or style, in accordance with standard practices; may also make informal translations into another official language.
• 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

• Computer literacy with the ability to effectively use standard office software tools and other office technologies to create documents, exchange, and archive e-mail, and maintain electronic filing systems.
• Ability to review correspondence for conformity with established procedures and ensure accuracy of statements before it’s signed or approved by the Chief of Department or the other professional staff.

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.

BENEFITS AND ENTITLEMENTS

Annual Salary (Net of Tax)
86,924.- CHF - 115,574.- CHF without dependents.

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