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.
Administrative Assistant
Vacancy notice no: 1420
Sector: SG
Department:
Country of contract: Switzerland
Duty station: Geneva
Position number: SG1/G6/25
Grade: G6
Type of contract: Fixed-term
Duration of contract: 2 years with possibility of renewal for 2 additional years
Recruitment open to: External
Application deadline (Midnight Geneva Time): 5 December 2023
ORGANIZATIONAL UNIT
The General Secretariat directs administrative, human and financial resources and activities of the Union, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication/ICT matters for operational and other purposes, and the provision of legal advice to the whole of the Union. The General Secretariat coordinates the implementation of the Strategic Plan, monitors the telecommunication/ICT environment and recommends as needed action relating to the Union’s future policies and strategy. The General Secretariat ensures inter-sectoral coordination and cooperation to advance a whole of ITU approach (One-ITU) in headquarters and the field. The General Secretariat provides logistical and information technology support to the Union’s activities including conferences and global forums; the coordination of the work of the Union with the United Nations system, and other international organizations; and the engagement of the Member States, Sector Members, and Academia. The General Secretariat manages corporate governance, and strategic communications and relations with the media, different stakeholder groups as well as the general public.
DUTIES AND RESPONSIBILITIES
In the Office of the Secretary-General, under the supervision of the Executive Assistant to the Secretary-General and the Deputy Secretary-General, the incumbent performs the following duties:
- Assists the Executive Assistant to the Secretary-General in general secretarial/administrative tasks required for the smooth functioning of the office in keeping up-to-date the Secretary-General’s calendar, making appointments, in the preparation of meetings at the request of the Secretary-General or Executive Administrative Assistant.
- Participates in the organization of internal and external meetings, coordinates logistical support and provision of related documents.
- Assists with the logistics preparation of the Secretary-General's missions including mission request, travel, hotel bookings, visa application, itinerary and bilateral appointments.
- Drafts and reviews correspondence prepared for the Secretary-General, ensuring quality with respect to language and presentation. Monitors incoming and outgoing invitations and follows up on the status of required actions or replies.
- Liaises with the offices of high-level officials from Administrations, Missions, Sector Members and other international organizations on both general matters and specific issues of importance to the ITU, to assure smooth cooperation, understanding of requirements and resolution of sensitive or difficult problems.
- As one of the focal points in SGO, reads and analyzes incoming mail, identifying complex or confidential correspondence for the Secretary-General. Coordinates the e-filing and access to information in the Executive Office.
- Liaises with the SPM membership teams to ensure the briefing and de-briefing systems are updated and follow-ups to the meetings is tracked (via CRM or any other follow-up tool).
- Provides administrative support to management committees and groups and related follow-up actions.
- Performs other related duties as assigned, such as replacing the Executive Assistant to the Secretary-General during absences.
CORE COMPETENCIES
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
FUNCTIONAL COMPETENCIES
TECHNICAL COMPETENCIES
Computer literacy and the ability to effectively use standard office software tools.
QUALIFICATIONS REQUIRED
Education:
Complete secondary education with a diploma OR complete equivalent technical, business or secretarial 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, including in the provision of administrative services to executive officials. (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)
84,962.- CHF - 112962.- CHF without dependants.
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.
$ads={1}