Opportunity for Administrative Support: Join ITU as a General Service Staff

Vacancy Overview

• 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) plays a vital role in managing the Union’s administrative, human, and financial resources. Its responsibilities encompass a wide range of functions, including:

• Implementing administrative regulations related to operational questions.
• Disseminating crucial information on telecommunications and ICT matters.
• Providing legal advice to support the entire Union.
• Coordinating the implementation of the ITU Strategic Plan.
• Monitoring the telecommunications and ICT environment to inform future policies.

The General Secretariat also promotes a “One-ITU” approach by ensuring inter-sectoral cooperation, providing logistical support for conferences and global forums, and engaging with a variety of stakeholders, including Member States, Sector Members, and academia.

About the Conferences and Publications Department

The Conferences and Publications Department is essential for ensuring effective communication among those involved in ITU activities. It focuses on:

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

Duties and Responsibilities

As part of the Conferences and Publications Department, the successful candidate will perform a variety of administrative functions. Key responsibilities include:

1. Administrative Support

• Provide comprehensive administrative assistance to the organizational unit, focusing on communications, meetings, and work organization.
• Organize and participate in both hybrid and in-person meetings with internal and external collaborators.
• Draft routine email correspondence to facilitate smooth communication.

2. Data Management

• Enter data and take appropriate actions in various internal systems and tools specific to the Conferences and Publications Department.
• For the Language Sections only, assist with text-processing tasks during peak work volumes.

3. Onboarding Coordination

• Manage the onboarding process for new team members, including setting up accounts, access rights, and physical workstations.
• Liaise with all relevant team members and ITU services to ensure a smooth transition for new staff.

4. Office Space Management

• Optimize the use of office space, assigning areas as necessary for temporary staff.

5. Supply Management

• Manage the inventory of office supplies for the organizational unit.
• Arrange maintenance and repairs for office equipment and furniture as needed.

6. Documentation Preparation

• Prepare and coordinate documentation related to the organizational unit’s work.
• Produce reports, presentations, and statistics linked to departmental functions.
• Identify complex and sensitive subjects that require the Head of the organizational unit’s attention.

7. Additional Responsibilities

• Perform any other related duties as assigned by the supervisor.

Core Competencies

Candidates for this position should exhibit the following core competencies:

• Applying Expertise: Utilize specialized knowledge effectively.
• Effective Communication: Clearly convey information to a diverse audience.
• Learning and Knowledge Sharing: Foster a culture of continuous improvement and knowledge sharing.
• Organizational Commitment: Demonstrate dedication to ITU’s mission and goals.
• Results-Focused: Maintain a strong emphasis on achieving desired outcomes.
• Teamwork and Collaboration: Work effectively with colleagues and stakeholders.

Functional Competencies

The ideal candidate will demonstrate strengths in the following areas:

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

Technical Competencies

Candidates should possess advanced skills in:

• Microsoft Office Applications: Proficient in Excel, Teams, and Outlook.
• Administrative Processes: Ability to navigate and execute administrative functions efficiently.

Qualifications Required

Education

• Completion of secondary education with a diploma OR equivalent technical or commercial studies with a diploma.
• Internal candidates may be accepted based on ten years of qualifying experience instead of the formal educational requirement.

Experience

• A minimum of five years of experience in a relevant administrative field.
• Candidates with relevant education may substitute experience for up to three years, based on a one-to-one ratio.

Language Proficiency

• Proficiency in one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at an advanced level.
• Knowledge of a second official language at an intermediate level is required, while a third language is an advantage.

Additional Information

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

Recruitment Process

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

This opportunity at ITU for the General Service Staff position offers a chance to contribute to impactful telecommunications and ICT initiatives. If you meet the qualifications and are eager to make a difference, we encourage you to submit your application before the deadline. Join us in supporting vital communications and publications for the future of global telecommunications!

APPLY HERE DIRECTLY.