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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**
**Vacancy notice no**: 1921
**Sector**: BDT
**Department**: DNE
**Country of contract**: Switzerland
**Duty station**: Geneva
**Position number**: TD36/G5/930
**Grade**: G5
**Type of contract**: Fixed-term
**Duration of contract**: 2 years with possibility of renewal
**Recruitment open to**:External
**Application deadline (Midnight Geneva Time)**: 11 March 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 Networks & Environment Department (DNE) is responsible to assist the Member States, especially the G77 countries, in a wide range of ICT development challenges, as basic connectivity, spectrum management, evolution of current to future broadband networks and technologies, enabling universal and affordable access, and strengthening the security through the cybersecurity support. In addition, the DNE Department provides expertise and needed support for emergency telecommunications and the increasingly important and urgent aspects related to the environment and climate change.
**ORGANIZATIONAL CONTEXT**:
This position reports to the Head, Climate Change & Emergency Telecommunications Division. The role of this post is to provide administrative support services to the Division, to ensure the smooth running of administrative work within the Division. The post requires the ability to prioritize tasks and to organize work independently based on general direction from the supervisor.
**DUTIES AND RESPONSIBILITIES**:
- Receives, examines and distributes all incoming mail for the Division, drawing the attention of the Head of Division of the most important matters; drafts replies, follows-up the correspondence at the signature of the supervisor and makes the necessary modifications.
- Facilitates the administrative work of the Division by establishing tracking systems for correspondence and documents; verifies that the work is done within established deadlines; monitors work progress and cases of priority and concern to the supervisor; maintains an effective and efficient filing system of correspondence, records, and documents relevant to the Division; prepares and submits documents for storage in archives.
- Drafts correspondence and translates texts; proof-reads and edits letters, memorandums, and documents for the Division; drafts invitations and responses to official requests related to the organization and follow-up of symposia/seminars/workshops etc.; extracts mailing lists from CRM; retrieves documents, obtains information and data for use by the Head of Division; orders publications pertaining to the specialized work of the Division.
- Edits, assembles publications and other pertinent documents, after consultation, concerning questions of clarity and consistency of content, produced by short-term specialist or consultants, and ensures their reproduction/distribution.
- Arranges missions for the Head and staff of the Division and experts in collaboration with the Travel Section. Prepares all the documentation for the missions such as mission requests, travel authorizations, repatriation forms, UNDSS, etc.; prepares the planning charts for the Head’s agenda; sends the travel claim upon their return.
- Prepares Terms of Reference for experts; obtains cost estimates for budget management purposes; liaises with the BDT HR Focal point to follow-up on all questions related to the staff of the Division and experts (contracts extensions, vacancy notices, job descriptions, leaves, etc.). Handles office mana
