Administrative Assistant to The Chief of Department

Vor 3 Tagen

Genève, 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 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

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) (DDR)
- Projects, Partnerships & Digital Skills Department (PPS)
- Digital Networks & Environment Department (DNE)
- Digital Knowledge Society Department (DKS)

The Digital Knowledge Society Department (DKS) provides expertise in the areas of Regulatory and Market environments, promoting experiences sharing and collaboration. It also has the responsibility for the international statistics standards for telecommunication/ICT indicators and compiles and disseminates valuable ICT Statistics which provide the basis for sound public policy decisions. This Department promotes innovation culture and projects to the Member States. The DKS Department leads and coordinates innovation throughout the BDT. This Department also ensures the active participation of youth and the need to guaranteeing accessibility and inclusion for all and promoting reinforcement for gender issues.

**ORGANIZATIONAL CONTEXT**:
This 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**:

- 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 and service and division heads. Upon receipt, examines, registers and sorts the Department's mail, correspondence and documents, ensuring proper distribution.
- 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; monitors work progress and prioritizes cases of concern for the supervisor and other Department Heads of Service and Division.
- Drafts letters and facilitates the circulation and translation of correspondence addressed to the Department, as required; assists in the preparation of specific documents; files and collates replies received in documents, where necessary.
- Prepares and maintains the Chief of the Department's files for the BDT Management Committee, conferences, meetings and seminars including filing of correspondence, documents, and information of a confidential nature; obtains documents and information required for the preparation of presentations, speeches, and reports by the Chief of the Department and service and division heads as needed.
- Organi

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