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: 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 logístical 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 logístical support and provision of related documents.
  • 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 highlevel 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 efiling and access to information in the Executive Office.
  • Liaises with the SPM membership teams to ensure the briefing and debriefing systems are updated and followups to the meetings is tracked (via CRM or any other followup tool).
  • Provides administrative support to management committees and groups and related followup actions.
  • Performs other related duties as assigned, such as replacing the Executive Assistant to the Secretary-General during absences.

CORE COMPETENCIES:

FUNCTIONAL COMPETENCIES:

  • Analysis, Judgement and Decision Making
  • Networking and Building Partnerships
  • Planning and Organising
    TECHNICAL COMPETENCIES:
Computer literacy and the ability to effectively use standard office software tools.

QUALIFICATIONS REQUIRED:

Education:

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 ENTITL

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