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.
Roster - Administrative Assistant
Vacancy notice no: 1746
Sector: BDT
Department: NA
Country of contract: Switzerland
Duty station: Geneva
Position number:
Grade: G5
Type of contract: Short-term
Duration of contract: 1 to 11 months
Recruitment open to: External
Application deadline (Midnight Geneva Time): 23 December 2024
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)
• Projects, Partnerships & Digital Skills Department (PPS)
• Digital Networks & Environment Department (DNE)
• Digital Knowledge Society Department (DKS)
DUTIES AND RESPONSIBILITIES
Under the direct supervision of the Head of the organizational unit within the Telecommunication Development Bureau (BDT) (Section, Service, Division as appropriate), the duties to be performed are as follows:
- Receives, analyses, registers and distributes mail, correspondence and other documents; distributes to all the relevant staff; follows-up on deadlines; draws to the attention of the Head of the organizational unit the most important matters; drafts replies, drafts routine correspondence, and responds to requests for information; reviews correspondence and other documents and makes/recommends changes to format, style, spelling and/or grammar; follows-up on the signature of the supervisor.
- Facilitates the administrative work of the organizational unit by maintaining files/reference tracking systems for correspondence and documents; prepares and submits documents for storage in archives.
- Makes travel arrangements for the Head and staff of the organizational unit and experts in collaboration with the Travel Section and prepares all the documentation for the missions such as mission requests, travel authorizations, repatriation forms, UNDSS, etc.; prepares the planning charts for the Head’s agenda; sends the travel claims upon their return.
- Prepares Terms of Reference (TOR) for experts; obtains cost estimates for budget management purposes; liaises with the BDT HR Focal point and ensures follow-up on all questions related to the staff of the organizational unit and experts (extension of contracts, vacancy notices, job descriptions, leaves, etc.) and to the office management (moves, phone lines, etc.).
- Arranges for the acquisition of the organizational unit’s office equipment, material and supplies and ensures follow-up of procurement processes in close collaboration with ITU’s Procurement Team, including the creation of “shopping carts”, and follows up on requests for purchasing through SRM; liaises with suppliers to ensure timely delivery and verifies invoices and prepares payment requests.
- Updates the website of the organizational unit; creates new pages; receives and posts new information and documents pertaining to the organizational unit activity domains and to the events organized.
- Assists in the organization of workshops, seminars, and meetings; arranges meetings facilities and equipment, prepares correspondence and assembles documents for participants.
- Liaises and coordinates with other divisions/departments of the BDT, the different departments of the General Secretariat and Bureaus of ITU Headquarters as well as with regional offices, when required.
- Performs any other related activities as assigned by the supervisor.
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 Word, Excel, Teams, PowerPoint and Outlook.
- Ability to administer and execute administrative processes and transactions.
- Attention to detail.
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.
