Consultancy: Administrative Assistant Documents

vor 1 Woche

Geneve, Schweiz Inter-Parliamentary Union Vollzeit

Working under the direct supervision of the Senior Assistant responsible for the Documents Control Service, the incumbent provides secretarial and administrative support for the Division and in support of IPU Assemblies and meetings of other statutory bodies as required.

**Accountabilities**:The specific duties of the Administrative Assistant are as follows:

- Format and proofread letters, reports and other documents, including statistical tables, in English and French.
- Draft standard correspondence and other basic documents in the two languages.
- Edit documents drafted by others; proofread and cross-check documents; correct correspondence and other documents for format, spelling and grammar.
- Assist professional staff in the preparation of documents related to Assemblies, specialized meetings, seminars, etc.
- Provide secretarial and administrative support services to the Documents Control service and the Division, as well as for IPU Assemblies and some specialized meetings.
- Maintain an established filing system for the Documents Control service in hard copy and on the server. Keep or destroy files in accordance with an approved retention schedule. Effect triage and cataloguing of documents prior to archiving.
- Take minutes and keep records of meetings as required.
- Maintain and update the Division's records and databases relating to Membership.
- Support archiving of official IPU documentation.
- Create and update mail merges for circular letters and various documents to be distributed to all parliaments.
- Provide support to IPU Language Services: Process monthly invoices from freelance resources and verify them against work logs, obtain approval from budget-holders and transfer to Support Services Division for payment.
- Assist the Senior Language Revisers with management of incoming editing, translation, proofreading and interpretation requests, including sending and receiving files to/from freelance translators.
- Other such duties as assigned by the Director of the Division and the head of the Documents Control Service and consistent with the role and responsibilities of the position.

Work implies frequent interaction with the following:

- Division for Member Parliaments and External Relations
- Secretariat staff in general
- Parliamentary staff and members of parliament

**Expected results**

Fulfil all duties required to ensure that the Division Director receives efficient and well-informed support in all activities he/she undertakes on behalf of the IPU. This demands political tact, sensitivity and discretion in handling a wide range of matters, including those of a confidential nature. It also requires a sound knowledge of the functioning of the IPU and its activities, continuous flexibility and an ability to work under pressure.

**Competencies**:

- Professionalism: Basic knowledge of the IPU's policies, procedures and practices and programme; knowledge of administrative procedures.
- Planning and organizing: Demonstrate organizational skills; ability to handle a large volume of work in an efficient and timely manner; ability to handle multiple tasks simultaneously.
- Communication: Ability to write in a clear and concise manner and to communicate orally.
- Teamwork: Good interpersonal skills; ability to work both independently and as part of a team; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
- Commitment to continuous learning: Initiative and willingness to learn new skills.

**Required experience and qualifications**:
**Education**:High school or equivalent diploma.

**Experience**:At least two years’ experience in a similar or relevant field.

**Language**:Excellent knowledge of English (mother tongue, principal language for proofreading) and good knowledge of French (able to draft standard correspondence, transcribe from dictation, correct spelling and grammar, and answer enquiries). Good working knowledge of Spanish would be an asset.

**Other skills**: Fully proficient in Microsoft Office software, in particular Word and Excel.

**Time frame and employment conditions**:
The consultant will undertake this work over a timeline commencing in June 2024 and concluding end of December 2024. The consultancy is being offered at CHF 365 per day. The consultancy may be renewed, based on availability of funds and satisfactory evaluation of work.

How to apply

Applications should be addressed to the:
Director, Support Services
Inter-Parliamentary Union
5, chemin du Pommier
Case postale 330
CH-1218 le Grand-Saconnex, Switzerland
Tel.: +41 22 919 41 50

Subject line: Consultancy Administrative Assistant 80% - Documents Control

Deadline:
Thursday, 16 May 2024

  • Consultancy - Administrative Assistant for

    vor 2 Monaten

    Geneve, Schweiz Inter-Parliamentary Union Vollzeit

    The Inter-Parliamentary Union (IPU) is the global organization of parliaments. It was founded in 1889 as the first multilateral political organization in the world, encouraging cooperation and dialogue between all nations. Today, the IPU comprises 178 national Member Parliaments and 14 associate members. We promote democratic governance, institutions and...

  • Consultancy - Administrative Assistant for

    vor 3 Wochen

    Geneve, Schweiz Inter-Parliamentary Union Vollzeit

    The Inter-Parliamentary Union (IPU) is the global organization of parliaments. It was founded in 1889 as the first multilateral political organization in the world, encouraging cooperation and dialogue between all nations. Today, the IPU comprises 178 national Member Parliaments and 14 associate members. We promote democratic governance, institutions and...

  • Administrative Assistant

    vor 2 Monaten

    Geneve, Schweiz Michelangelo Foundation Vollzeit

    Reference Code: 100530**Administrative Assistant**: - Michelangelo Foundation- Genève, GE, CH- Fixed TermThe Michelangelo Foundation for Creativity and Craftsmanship is a non-profit institution based in Geneva which champions contemporary craftspeople worldwide with the aim of promoting a more human, inclusive and sustainable future. The Foundation seeks...

  • Administrative Assistant

    vor 3 Wochen

    Geneve, Schweiz Michelangelo Foundation Vollzeit

    Reference Code: 100530**Administrative Assistant**: - Michelangelo Foundation- Genève, GE, CH- Fixed TermThe Michelangelo Foundation for Creativity and Craftsmanship is a non-profit institution based in Geneva which champions contemporary craftspeople worldwide with the aim of promoting a more human, inclusive and sustainable future. The Foundation seeks...

  • Documents Management Assistant

    vor 1 Woche

    Geneve, Schweiz United Nations Vollzeit

    This position is located in the Arabic Translation Section, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The Incumbent reports to the Chief of Section. **Responsibilities**: Under the supervision of the Chief, Arabic Translation Section, the Documents Management Assistant will be...

  • Assistante Administrative

    vor 3 Wochen

    Geneve, Schweiz Samadesign Vollzeit

    The core duties and responsibilities of an Administrative Assistant revolve around supporting others. Their job duties can vary widely, not just from job to job, but from day to day at the same job. On any given day, they may perform a variety of tasks, such as: - Answer phones and greet visitors - Schedule appointments and maintain calendars - Schedule and...

  • Documents Assistant

    vor 2 Wochen

    Geneve, Schweiz United Nations Vollzeit

    The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Under the direct...

  • Assistante Administrative

    vor 2 Wochen

    Geneve, Schweiz Start emploi Vollzeit

    Pour l’un de nos clients, une société spécialisée dans le courtage en assurances, nous recherchons une: **Assistante Administrative** « Poste fixe » **Vos missions**: - Constitution et suivi des dossiers - Création de documents commerciaux, supports de présentation - Réalisations d’études commerciales - Organisation des déplacements et...

  • Documents Management Assistant

    vor 2 Monaten

    Geneve, Schweiz United Nations Vollzeit

    This position is located in the Office of the High Commissioner for Human Rights (OHCHR), External Outreach Service (EOS) in the Meetings, Documents and Publications Unit (MDPU), Geneva. The incumbent reports to the Head of MDPU and the Documents Management Officer (DMO). **Responsibilities**: Within delegated authority, the Documents Management Assistant...

  • Documents Management Assistant

    vor 2 Monaten

    Geneve, Schweiz United Nations Vollzeit

    This position is located in the Chinese Translation Section, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The Incumbent reports to the Chief of Section. **Responsibilities**: Under the supervision of the Chief, Chinese Translation Section, the Documents Management Assistant will be...

  • Documents Management Assistant

    vor 15 Stunden

    Geneve, Schweiz United Nations Vollzeit

    This position is located in the Chinese Translation Section, Languages Service, Division of Conference Management, Department for General Assembly and Conference Management, Geneva. The Incumbent reports to the Chief of Section. **Responsibilities**: Under the supervision of the Chief, Chinese Translation Section, the Documents Management Assistant will be...

  • Administrative Assistant

    vor 2 Wochen

    Geneve, Schweiz Center for International Environmental Law Vollzeit

    **POSITION TITLE**:Administrative Assistant **PROGRAM**:Fossil Economy **SUPERVISOR**:Program Director **LOCATION**:Geneva, Switzerland **SALARY**: CHF 59,813 - 73,541 **DEADLINE** Rolling, with first review March 4, 2024 **SUMMARY DESCRIPTION**: Since 1989, the Center for International Environmental Law (CIEL) has used the power of law to protect the...

  • Assistante Administrative

    vor 2 Monaten

    Geneve, Schweiz MY LOFT SPORT CLUB SARL Vollzeit

    Assistant(e) Administratif(ve) à 50-70% pour Groupe Multisectoriel Description de l'entreprise: Notre groupe regroupe plusieurs sociétés opérant dans des secteurs variés, tels que l'événementiel, le sport, les soins esthétiques, la restauration et le second oeuvre. Nous sommes à la recherche d'un(e) assistant(e) administratif(ve) polyvalent(e) pour...

  • Team Administrative Assistant

    Vor 7 Tagen

    Geneve, Schweiz UNICC Vollzeit

    **Purpose of the Position**: The purpose of the position is to provide high-quality administrative support services to the Director’s Office, to ensure that routine services and activities within the administrative domain are properly implemented. **Objectives of the Programme**: The objective of the Centre is to provide trusted ICT services and digital...

  • Junior Administrative Assistant

    vor 2 Wochen

    Geneve, Schweiz Adecco Vollzeit

    For an international organisation, we're seeking for a **Junior Administrative Assistant**: **Your challenges** - Draft standard correspondence; text process and format, using appropriate software, a variety of documents (official correspondence, tables, reports, presentations, publications, etc.); proofread for accuracy, grammar and style and ensure...

  • Assistante Administrative 60%

    vor 2 Wochen

    Geneve, Schweiz Profinter S.A Vollzeit

    Pour l'un de nos clients, nous recrutons un(e) assistant(e) administrative pour un poste fixe à 60% à Genève. Votre profil: - **Expérience dans une entreprise du bâtiment obligatoire**: - CFC employée de commerce ou titre jugé équivalent - Maîtrise de l'anglais niveau B1 minimum - Bonnes connaissances géographiques de la ville de Genève Vos...

  • Administrative Assistant

    vor 2 Monaten

    Geneve, Schweiz michaelwoodconsulting Vollzeit

    We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. **Job Types**: 100%, Permanent Supplemental pay...

  • Administrative Assistant

    vor 3 Wochen

    Geneve, Schweiz michaelwoodconsulting Vollzeit

    We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. **Job Types**: 100%, Permanent Supplemental pay...

  • Administrative Assistant

    vor 3 Wochen

    Geneve, 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...

  • Administrative Assistant

    vor 2 Monaten

    Geneve, 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...