Roster – Administrative Assistant Position at ITU: Apply Now!

Overview of the Vacancy

Vacancy Notice No: 1746
Sector: BDT
Department: Not Applicable
Country of Contract: Switzerland
Duty Station: Geneva
Position Number: Not Specified
Grade: G5
Type of Contract: Short-term
Duration of Contract: 1 to 11 months
Recruitment Open To: External Candidates
Application Deadline: 23 December 2024 (Midnight Geneva Time)

About the Telecommunication Development Bureau (BDT)

The Telecommunication Development Bureau (BDT) is dedicated to the organization and coordination of the Telecommunication Development Sector within the International Telecommunication Union (ITU). Its mission includes:

Promoting universal access to affordable and high-quality telecommunications and ICTs.
Fostering equitable and inclusive use of telecommunications to empower individuals and communities for sustainable development.

To meet the diverse needs of its Member States, the BDT operates through four main functional areas:

Operations Coordination Department (Office of the Deputy to the Director)
Projects, Partnerships & Digital Skills Department (PPS)
Digital Networks & Environment Department (DNE)
Digital Knowledge Society Department (DKS)

Role of the Administrative Assistant

Under the direct supervision of the Head of the organizational unit within BDT, the Administrative Assistant will play a vital role in ensuring the smooth operation of administrative tasks.

Key Responsibilities

The responsibilities of the Administrative Assistant are diverse and critical for the effective functioning of the organizational unit. They include:

Mail and Document Management:
- Receive, analyze, register, and distribute mail and correspondence.
- Follow up on deadlines and highlight important matters to the Head of the organizational unit.
- Draft replies, routine correspondence, and respond to requests for information.
- Review documents for format, style, spelling, and grammar, making necessary recommendations.
Administrative Support:
- Facilitate administrative work by maintaining files and tracking systems for correspondence and documents.
- Prepare and submit documents for archiving.
Travel Arrangements:
- Make travel arrangements for the Head and staff, collaborating with the Travel Section.
- Prepare necessary documentation such as mission requests and travel authorizations.
Terms of Reference Preparation:
- Draft Terms of Reference (TOR) for experts and obtain cost estimates for budget management.
- Liaise with the HR Focal point regarding staffing matters and office management.
Procurement and Equipment Management:
- Oversee the acquisition of office equipment and supplies, ensuring procurement processes are followed.
- Work closely with ITU’s Procurement Team to create “shopping carts” and follow up on purchasing requests.
Website Management:
- Update the unit’s website, create new pages, and post information relevant to organizational activities and events.
Event Organization:
- Assist in organizing workshops, seminars, and meetings.
- Arrange meeting facilities and equipment, and prepare necessary documents for participants.
Coordination and Liaison:
- Coordinate with other divisions, departments, and regional offices within ITU as needed.
Additional Duties:
- Perform any other related activities as assigned by the supervisor.

Core Competencies

Candidates for the Administrative Assistant role should possess the following core competencies:

Applying Expertise: Utilize specialized knowledge effectively.
Effective Communication: Communicate clearly and concisely with diverse audiences.
Learning and Knowledge Sharing: Promote a culture of continuous learning.
Organizational Commitment: Demonstrate dedication to the ITU’s mission.
Results-Focused: Maintain a strong orientation towards achieving goals.
Teamwork and Collaboration: Work collaboratively with colleagues and stakeholders.

Functional Competencies

Ideal candidates will showcase strengths in:

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

Technical Competencies

The following technical skills are essential for this role:

Advanced Microsoft Office Proficiency: Expertise in Word, Excel, Teams, PowerPoint, and Outlook.
Administrative Process Management: Ability to manage and execute administrative transactions effectively.
Attention to Detail: Maintain a high standard of accuracy and thoroughness.

Qualifications Required

Education

Completion of secondary education with a diploma, or equivalent technical or commercial studies. For internal candidates, a combination of obligatory schooling and ten years of qualifying experience may substitute for formal education.

Experience

A minimum of five years of relevant experience. Up to three years of study in a recognized institution may substitute for experience, based on one year of education equaling one year of experience.

Language Proficiency

Proficiency in one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at an advanced level, along with knowledge of a second language at an intermediate level. Knowledge of a third language is advantageous.

Additional Information

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

Recruitment Process Information

All candidates are required to complete an online application with complete and accurate information. To apply, visit the ITU Careers website.

This Administrative Assistant position at ITU offers an exciting opportunity to support the critical work of the Telecommunication Development Bureau. If you possess the required qualifications and are passionate about contributing to the advancement of telecommunications, we encourage you to apply. Join us in making a difference in global telecommunications and ICT development!

APPLY HERE DIRECTLY