Administrative Assistant

vor 1 Woche

Genf, Genf, Schweiz International Telecommunication Union (ITU) Vollzeit

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 radiofrequency 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: 1335

Sector:

SG

Department:

HRMD

Country of contract:
Switzerland

Duty station:
Geneva

Position number:

Grade:
G5

Type of contract:
Short-term

Duration of contract: 3 months

Recruitment open to:
External

Application deadline (Midnight Geneva Time): 13 September 2023

ORGANIZATIONAL UNIT


The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and the general public.

The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.

Within the General Secretariat, the Human Resources Management Department (HRMD) advises the Secretary General on human resources management.

It manages ITU's resources ensuring consistency with ITU strategies, policies, regulations and rules as well as UN Common System policies.

It efficiently manages the human capital of the Union; creates a stimulating and supportive work environment and encourages organizational creativity and performance measurement based on results.


DUTIES AND RESPONSIBILITIES:

In the Human Resources Management Department (HRMD), under the supervision of the Chief of Department, the incumbent will perform the following duties:

  • Provide administrative support to ensure the continuity of the administrative assistance within the Office of the Chief of Department and to alleviate the work of the Administrative Assistant seconding the Senior Administrative Assistant and replacing her in her absence.
  • Provide support during the transition period pending recruitment of the new Chief of
    HRMD.
  • Support of the administration of incoming and outgoing mail, approvals, and distribution to the different Divisions of the Department.
  • Arrange appointments, maintain the
    HRMD Chief's calendar, and welcome visitors.
  • Provide information and guidance to staff at all levels within the organisational unit to ensure understanding to intent and deadlines.
  • Register and track documents on DPS system and requests for the Department in the SRM system.
  • Support posting of announcements on intranet portal and invites to meetings for all staff.
  • Perform other related duties as assigned.

CORE COMPETENCIES:

FUNCTIONAL COMPETENCIES:

  • Analysis, Judgement and Decision Making
  • Client and Service Orientation
  • Planning and Organising
    TECHNICAL COMPETENCIES:
  • Computer literacy and the ability to effectively use standard office software tools.
  • Ability to work independently as well as to work in a team.
  • Ability to work under pressure, managing various different tasks.
  • Ability to establish and maintain good working relations with staff at all levels.

QUALIFICATIONS REQUIRED:

Education:

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:

INFORMATION ON RECRUITMENT PROCESS

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