ORGANIZATIONAL CONTEXT

This position is under the supervision and reports to the Chief of the Digital Knowledge Society Department, 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 and the Department, ensuring the smooth running of the Office as well as the effective flow and management of information. This involves direct contact with and support to other department staff members as well as interactions with high-ranking officials both within and outside the Organization. The post requires the ability to prioritize tasks and organize work independently based on general direction from the supervisor.

DUTIES AND RESPONSIBILITIES

• Provides administrative support to the Chief of Department and the Department as needed, with respect to communications, meetings and workflows. Identifies 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, provides information and guidance to staff at all levels within the Department to ensure a clear understanding of intent and deadlines.
• Arranges appointments and maintains supervisor’s calendar, receives visitors, screens telephone calls, and answers 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 and service and division heads. Upon receipt, examines, registers and sorts the Department's mail, correspondence and documents, ensuring proper distribution.
• Organizes and facilitates the administrative work of the office, including establishing the filing system, internal procedures, and tracking systems for correspondence and documents. Verifies that the work is completed in accordance with corporate standards and within established deadlines; monitors work progress and prioritizes cases of concern for the supervisor and other Department Heads of Service and Division.
• Drafts letters and facilitates the circulation and translation of correspondence addressed to the Department, as required; assists in the preparation of specific documents; files and collates replies received in documents, where necessary.
• Prepares and maintains 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; obtains documents and information required for the preparation of presentations, speeches, and reports by the Chief of the Department and service and division heads as needed.
• Organizes workshops, trainings, seminars, meetings, and colloquiums, taking responsibility for 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.
• Coordinates travel arrangements, schedules, and reservations for the Chief of Department’s travel as well as for service and division heads, as needed.
• Ensures liaison between the Department and the BDT HR Focal Point on all matters related to staff administration and recruitment.
• 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 make informal translations into another official language.
• 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

• 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.