ORGANIZATIONAL CONTEXT

This position reports to a senior manager responsible for managing and coordinating a department’s work. The role of this post is to provide administrative and secretarial support services to the Deputy Director and Chief of Department, ensuring the smooth operation of the Office and the efficient flow and management of information. This includes direct interaction with staff members and high-ranking officials, both within and outside the organization. The role requires the ability to prioritize tasks and to independently organize work based on general guidance from the supervisor.

DUTIES AND RESPONSIBILITIES

The incumbent:

• Provides administrative support to the Deputy Director and Chief of Department in managing communications, meetings, and workflows. Identifies complex or sensitive subjects and contacts requiring special attention, as well as priority issues that need to be brought to the supervisor's attention. When appropriate, provides information and guidance to staff at all levels within the Bureau to ensure understanding of intent and deadlines.
• Arranges appointments and maintains supervisor’s calendar, welcomes visitors, places and 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’s work. Upon receipt of correspondence and documents, examines, registers and sorts the Department's mail 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 done in accordance with corporate standards and within established deadlines; monitors work progress and highlights priority cases and matters of concern to the supervisor.
• Drafts letters and facilitates the circulation and translation of correspondence addressed to the Chief of the Department, as required; assists in the preparation of specific circular letters; by filing and collating 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. Organizes and files correspondence, documents and confidential information. Gathers documents and information to support the preparation of presentations, speeches and reports by the Deputy Director and Chief of the Department.

DUTIES AND RESPONSIBILITIES (continuation)

• Organizes workshops, training sessions, seminars, meetings and colloquiums including taking responsibility for the administrative details and logistics. This includes finalizing agendas, sending invitations, producing and distributing documentation, taking notes and preparing meeting minutes.  Follows up on required actions and ensures that protocol requirements are met.
• Coordinates travel arrangements, schedules and reservations for the Deputy Director and Chief of Department.
• Ensures liaison between the Department and the ITU General Secretariat for all matters related to staff administration.
• Follows up on the preparation of reports, correspondence, briefing notes and other documents by staff for the supervisor’s review. Ensures these documents comply with standard formats and styles. May provide informal translations into another official language 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

• Computer literacy, with the ability to effectively use standard office software and technology to create documents, exchange and archive e-mail, and maintain electronic filing systems.
• Ability to clear correspondence for conformity with established procedures and accuracy of statements before being signed/ or approved by the Chief of Department or 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. 
Extensive experience in office support, including organizing and supervising a wide range of administrative and operational activities.

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.