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: 1920
Sector: BDT
Department: PPS
Country of contract: Switzerland
Duty station: Geneva
Position number: TD05/G5/1141
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): 5 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)
To be successful, BDT must create clear and simple mechanisms to develop partnerships with donors, foundations, and the private sector, and coordinate the delivery of these resources to meet the needs of Member States. The Projects, Partnerships & Digital Skill Department (PPS) provides a forum for Member States to collaborate in our Study Groups. To create the necessary synergy, resource mobilization and project design are combined in this department. The Department is responsible for the strategic planning that will properly position the BDT to accomplish its organizational goals and objectives, fostering partnerships and mobilizing resources. As well, it provides expertise in the areas ICT capacity and digital skills development, essential activity to help to close the Digital Divide. It also undertakes initiatives and activities in the framework of the WTDC Plan of Action and strengthen relations with the ITU-D membership.
ORGANIZATIONAL CONTEXT
This position is under the direct supervision of the Head of Partnership and Resource Mobilization Service. The role of this post is to provide administrative support to PRM to ensure smooth running of administrative work within the Service. The post requires the ability to prioritize tasks and to organize work independently based on general direction from the supervisor.
DUTIES AND RESPONSIBILITIES
- Receives and screens incoming correspondence, replies to general queries and follows-up on actions requiring attention from the service.
- Organizes and facilitates the administration of work of the service, including maintaining efficient e-filing and follow-up systems to organize correspondence, documents and reference materials, as appropriate, to ensure information is organized and readily available for staff.
- Prepares and checks correspondence and related documents for visa by the supervisor and routes all outgoing correspondence (including via relevant systems). Drafts routine correspondence in French and English.
- Carries out quality control of documents (reports, briefings, correspondence, etc.) prepared by staff, proofreads and makes changes to their format, grammar or style in line with established standards practices.
- Collects, maintains and updates service tools that include databases, webpages and BDT Dashboard resources in accordance with defined procedures.
- Assists in sponsorship activities, including using relevant systems (ITU CRM) for sponsorship campaigns and related documents, supports in preparation and implementation of sponsors’ visibility benefits.
- Researches, compiles and organizes relevant background information and reference documents, prepares briefing materials for PRM activities.
- Assists in outreaching activities, including contacting partners, organizing meetings/conference calls, preparing agendas, related documents and supporting presentations, setting up rooms, and welcoming visitors.
- Prepares, processes and follows up on administrative arrangements and forms (including via relevant systems), for travel (requests and authorizations), for the recruitment of experts and interns, procurement and translation of documents, ensuring quality and meeting deadlines.
- Liaises with the concerned departments of the BDT, Regional and Area Offices, and other services within ITU.
- Participates in meetings outside Geneva upon request.
- Provides back-up for and replaces other Administrative Assistant(s) in the PPS department, as necessary.
- Performs other related duties as assigned.
DUTIES AND RESPONSIBILITIES (continuation)
CORE COMPETENCIES
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
FUNCTIONAL COMPETENCIES
TECHNICAL COMPETENCIES
- Demonstrated ability to work independently, as well as part of a team, and under pressure.
- Ability to initiate and maintain good working relationships with officials at all levels.
- Knowledge of SharePoint and databases.
- Knowledge in using computer software for word and data processing (e.g., Word, Excel, PowerPoint, etc.).
- Proven ability to use the Internet for searching, retrieving and downloading information.
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.
BENEFITS AND ENTITLEMENTS
Annual Salary (Net of Tax)
79,366.- CHF - 105,546.- CHF 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.
