Administrative Assistant to the Chief of Department
Vor 2 Tagen
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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. ITU also organizes global Telecom events bringing together the most influential representatives of government and the private sector to exchange ideas and knowledge for the benefit of all.
Administrative Assistant to the Chief of Department
Vacancy notice no: 1888
Sector: BDT
Department: DKS
Country of contract: Switzerland
Duty station: Geneva
Position number: TD04/G6/404
Grade: G6
Type of contract: Fixed-term
Duration of contract: 2 years with possibility of renewal
Recruitment open to: External
Application deadline (Midnight Geneva Time): 4 February 2025
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.
ORGANIZATIONAL CONTEXTThis position is under the supervision and reports to the Chief of the Digital Knowledge Society Department, responsible for managing and coordinating the work of the Department. The role of this post is to provide administrative and secretarial support services to the Chief of Department and the Department, ensuring the smooth running of the Office as well as the effective flow and management of information. This involves direct contact with and support to other department staff members as well as interactions with high-ranking officials both within and outside the Organization. The post requires the ability to prioritize tasks and organize work independently based on general direction from the supervisor.
DUTIES AND RESPONSIBILITIES- Provides administrative support to the Chief of Department and the Department as needed, with respect to communications, meetings and workflows. Identifies complex or sensitive subjects, and contacts which require special treatment, as well as priority issues that need to be brought to the supervisor's attention.
- Arranges appointments and maintains supervisor’s calendar, receives visitors, 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.
- 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 completed in accordance with corporate standards and within established deadlines.
- Drafts letters and facilitates the circulation and translation of correspondence addressed to the Department, as required; assists in the preparation of specific documents.
- Prepares and maintains the Chief of the Department's files for the BDT Management Committee, conferences, meetings and seminars.
- Organizes workshops, trainings, seminars, meetings, and colloquiums, taking responsibility for administrative details and logistics.
- Coordinates travel arrangements, schedules, and reservations for the Chief of Department’s travel as well as for service and division heads.
- Ensures liaison between the Department and the BDT HR Focal Point on all matters related to staff administration and recruitment.
- Follows up on the preparation of reports, correspondence, briefing notes and other documents by staff for the supervisor; reviews these documents and makes changes to their format or style in accordance with standard practices.
- Performs other related duties as assigned.
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused; Teamwork and Collaboration.
FUNCTIONAL COMPETENCIESClient and Service Orientation
Innovation and Facilitating Change
Planning and Organising
TECHNICAL COMPETENCIES- Computer literacy with the ability to effectively use standard office software tools and other office technologies.
- Ability to review correspondence for conformity with established procedures and ensure accuracy of statements before it’s signed or approved.
Education: Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma.
Experience: At least eight years of experience in the field of the post.
Languages: Knowledge of one of the six official languages of the Union at advanced level and knowledge of a second official language at intermediate level.
BENEFITS AND ENTITLEMENTSAnnual 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.
INFORMATION ON RECRUITMENT PROCESSPlease note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the ITU career 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.
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.
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