Administrative Assistant to the Chief of Department

☞ International Telecommunication Union (ITU)

전망: 168

갱신일: 29-03-2024

위치: Genève Genève GE

범주: IT-하드웨어 / 네트워킹 정보 기술

산업:

직업 종류: Durée déterminée

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작업 내용

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.


VACANCY NOTICE NO. 18G-2021/BDT-DKH/EXTERNAL/G6

Date of Issue: 9 September 2021
Currently accepting applications
Applications from women are encouraged

Functions: Administrative Assistant to the Chief of Department
Post Number: TD45/G6/404

Deadline for Applications (23.59 Geneva CH) : 30 September 2021
(21 day(s) until closing deadline)
Duration of Contract: 2 years with possibility of renewal for 2 additional years

Type of Appointment: Fixed-term Appointment
Duty Station: Geneva, Switzerland

Grade: G6



Organ:
The Telecommunication Development Bureau (BDT) is responsible for the organization and coordination of the work of the Telecommunication Development Sector (ITU-D) of the Union which deals mainly with ICT-focused development policies, strategies and programmes, as well as technical cooperation activities, to promote digital inclusion and drive digital transformation at community, country and regional levels. To effectively and efficiently serve the needs of ITU members, BDT is organized into four functional areas:
  • Office of the Deputy to the Director and Field Operations Coordination Department
  • Partnerships for Digital Development Department
  • Digital Networks & Society Department
  • Digital Knowledge Hub Department


    • Organization Unit:
    The Digital Knowledge Hub Department is responsible for providing best practices and information to support the public policy decisions of ITU Member States. This department provides a platform for the members, as well as for external entities such as researchers, the private sector and other development agencies, to obtain critical information on digital trends, information society developments and digital skills. In addition to consolidating ITU’s position as the recognized global source for regulatory information and ICT data, this department is responsible for the work of ITU-D Study Groups. Finally, this department provides capacity and digital skills building programmes.

    Duties / Responsibilities

    Under the supervision of the Chief of the Digital Knowledge Hub Department (DKH), the incumbent will perform the following duties:
    • Provide administrative support to the Chief of Department with respect to communications, meetings and workflows; identify complex or sensitive subjects, and contacts for special treatment as well as priority issues that need to be brought to the supervisor’s attention; as appropriate, provide information and guidance to staff at all levels within the Department to ensure understanding of intent and deadlines.
    • Arrange appointments and maintain supervisor’s calendar, receiving visitors, place and screen telephone calls and answer enquiries by other departments of the Union, administrations, and regional organizations, both international and private, concerning activities or matters with which the Chief of the Department is concerned; upon receipt, examine, register and sort the Department’s mail - correspondences and documents, and check distribution.
    • Organize and facilitate the administrative work of the office including establishing the filing system, the internal procedures and tracking systems for correspondences and documents; verify that the work is done in accordance with corporate standards and within established deadlines; monitor work progress and cases of priority and concern to the supervisor.
    • Draft letters and facilitate circulation and translation of correspondences addressed to the Chief of the Department, as required; assist in the preparation of specific documents; file and collate replies received in documents, where necessary.
    • Prepare and maintain the Chief of the Department’s files for the BDT Management Committee, conferences, meetings and seminars and file correspondence, documents, and information of a confidential nature; obtain documents and information for the preparation of presentations, speeches, and reports by the Chief of the Department.
    • Organize workshops, trainings, seminars, meetings, and colloquiums including taking responsibility for the administrative details and logistics, the finalization of the agenda, invitations, the production and distribution of documentation, note taking and preparation of minutes of meetings, follow-up on required actions and ensure that protocol matters are complied with.
    • Coordinate travel arrangements, schedule, and reservations for the Chief of Department’s travel.
    • Ensure liaison between the Department and the BDT HR officer for all matters relating to staff administration and recruitment.
    • Follow-up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor; review these documents and make changes to their format or style, in accordance with standard practices; and may make informal translations into another official language.
    • Perform other related duties as assigned.

    Competencies

  • Core Competencies: Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
  • Essential Functional Competencies: Client and Service Orientation; Innovation and Facilitating Change, and; Planning and Organizing
  • Essential Technical Competencies: Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange, and archive e-mail, and maintain electronic filing systems. Ability to clear correspondence for conformity with established procedures and accuracy of statements before being signed/Visa-ed by the Chief of Department or the other professional staff.

    • Qualifications required

    Education:
    Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with thirteen years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.

    Experience:
    At least eight years of experience in the field of the post. (A maximum of three years of studies in the field of the post and in a recognized school may replace the required experience on the basis of one year of education for one year of experience.)

    Languages:
    Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level. Knowledge of a third official language would be an advantage.

    Additional Information:
    Annual Salary (Net of Tax)

    82,401.- CHF - 109,561.- CHF without dependants.

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


    Applicants will be contacted directly if selected for written test. Interviews may be used as a form of screening.
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    마감 시간: 13-05-2024

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