Join ITU as General Service Staff: An Exciting Administrative Opportunity

Overview of the Vacancy

• Vacancy Notice No: 1561
• Sector: SG
• Department: Conferences and Publications (C&P)
• Country of Contract: Switzerland
• Duty Station: Geneva
• Position Number: Not Specified
• Grade: G5
• Type of Contract: Short-term
• Duration of Contract: 2 weeks to 5.5 months (multiple assignments)
• Recruitment Open To: External Candidates
• Application Deadline: 31 December 2024 (Midnight Geneva Time)

About the General Secretariat

The General Secretariat of the International Telecommunication Union (ITU) is essential in overseeing the Union’s administrative, human, and financial resources. Its responsibilities span a wide range of functions that are critical to the ITU’s mission:

• Administrative Regulations: Implementing guidelines related to operational questions.
• Information Dissemination: Sharing vital information regarding telecommunications and ICT.
• Legal Support: Providing legal advice to the entire organization.
• Strategic Planning: Coordinating the execution of the ITU Strategic Plan.
• Policy Monitoring: Observing the telecommunications and ICT landscape to inform future strategies.

The General Secretariat also champions a “One-ITU” approach by fostering inter-sectoral cooperation. This includes providing logistical support for conferences and global forums while engaging a diverse array of stakeholders such as Member States, Sector Members, and academic institutions.

Insights into the Conferences and Publications Department

The Conferences and Publications Department is crucial for facilitating effective communication among individuals involved in ITU activities. This department focuses on three primary areas:

• Conference Services: Organizing and providing logistical support for various conferences.
• Language Services: Delivering translation and interpretation in the six official languages and managing terminology and reference services.
• Documentation and Publications Services: Overseeing text capture, electronic document management, and the distribution of ITU publications.

Key Duties and Responsibilities

The successful candidate will play a vital role in the Conferences and Publications Department, engaging in various administrative functions. Here are the primary responsibilities:

1. Administrative Support

• Comprehensive Assistance: Provide extensive administrative support to the organizational unit, focusing on communication and meeting organization.
• Meeting Coordination: Organize and participate in both hybrid and in-person meetings with internal and external collaborators.
• Routine Correspondence: Draft routine email communications to facilitate smooth interactions.

2. Data Management

• Data Entry: Enter data and take appropriate actions within various internal systems and tools specific to the department.
• Text-Processing Support: Assist with text-processing tasks for the Language Sections during peak workloads.

3. Onboarding Coordination

• New Staff Management: Oversee the onboarding process for new team members, which includes setting up accounts and physical workspaces.
• Liaison Duties: Communicate with relevant team members and ITU services to ensure a seamless transition for newcomers.

4. Office Space Management

• Space Optimization: Manage the effective use of office space, assigning areas for temporary staff as needed.

5. Supply Management

• Inventory Oversight: Keep track of office supplies for the organizational unit and manage inventory levels.
• Maintenance Coordination: Arrange for necessary maintenance and repairs for office equipment and furniture.

6. Documentation Preparation

• Documentation Coordination: Prepare and manage documentation relevant to the organizational unit’s work.
• Reporting: Produce reports, presentations, and statistics that are linked to departmental functions.
• Issue Identification: Identify complex and sensitive subjects requiring the Head’s attention.

7. Additional Responsibilities

• Ad-hoc Tasks: Perform any other related duties as assigned by the supervisor.

Core Competencies Required

Candidates for this position should exhibit a range of core competencies, including:

• Applying Expertise: Demonstrate specialized knowledge effectively.
• Effective Communication: Convey information clearly to a diverse audience.
• Learning and Knowledge Sharing: Encourage continuous improvement and knowledge sharing.
• Organizational Commitment: Show dedication to ITU’s mission and objectives.
• Results-Focused: Maintain a strong emphasis on achieving desired outcomes.
• Teamwork and Collaboration: Collaborate effectively with colleagues and stakeholders.

Functional Competencies

The ideal candidate will possess strengths in the following functional areas:

• Analysis, Judgment, and Decision Making: Make informed decisions based on thorough analyses.
• Client and Service Orientation: Provide exceptional service to both internal and external stakeholders.
• Planning and Organizing: Manage tasks and resources effectively to meet deadlines.

Technical Competencies

Candidates should possess advanced skills in:

• Microsoft Office Applications: Proficiency in Excel, Teams, and Outlook is essential.
• Administrative Processes: Demonstrate the ability to navigate and execute administrative tasks efficiently.

Qualifications Required

Education

• Educational Background: Completion of secondary education with a diploma or equivalent technical/commercial studies.
• Internal Candidates: Those within ITU may be accepted based on ten years of qualifying experience in lieu of formal educational requirements.

Experience

• Professional Experience: A minimum of five years in a relevant administrative field is required.
• Substitution Clause: Candidates with relevant educational backgrounds may substitute experience for up to three years, based on a one-to-one ratio.

Language Proficiency

• Official Language Skills: Proficiency in one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at an advanced level.
• Additional Language: Knowledge of a second official language at an intermediate level is necessary; proficiency in a third language is an advantage.

Additional Information

Per ITU Staff Regulations and Rules, appointments for posts in the General Service category are subject to local recruitment conditions.

Recruitment Process

Candidates interested in this opportunity must complete an online application and provide accurate, complete information. To apply, please visit the ITU Careers website.

This position at ITU for General Service Staff represents a unique opportunity to contribute to significant telecommunications and ICT initiatives. If you possess the necessary qualifications and are passionate about making an impact, we encourage you to apply before the deadline. Join us in supporting vital communications and publications that will shape the future of global telecommunications!

Click Careers to apply.