Administrative Assistant

World Summit on the Information Society•Geneva, IL

44d

About The Position

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. Administrative Assistant Vacancy notice no: 2264 Sector: SG Department: FRMD Country of contract: Switzerland Duty station: Geneva Position number: FI01/G6/884 Grade: G6 Type of contract: Fixed-term Duration of contract: 2 years with possibility of renewal Recruitment open to: External Application deadline (Midnight Geneva Time): 18 March 2026 ORGANIZATIONAL UNIT The General Secretariat directs administrative, human and financial resources and activities of the Union, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication/ICT matters for operational and other purposes, and the provision of legal advice to the whole of the Union. The General Secretariat coordinates the implementation of the Strategic Plan, monitors the telecommunication/ICT environment and recommends as needed action relating to the Union’s future policies and strategy. The General Secretariat ensures inter-sectoral coordination and cooperation to advance a whole of ITU approach (One-ITU) in headquarters and the field. The General Secretariat provides logistical and information technology support to the Union’s activities including conferences and global forums; the coordination of the work of the Union with the United Nations system, and other international organizations; and the engagement of the Member States, Sector Members, and Academia. The General Secretariat manages corporate governance, and strategic communications and relations with the media, different stakeholder groups as well as the general public. Within the General Secretariat, the Financial Resources Management Department (FRMD) advises the Secretary General on financial resources management, accounting issues and procurement. It manages ITU's financial resources ensuring consistency with ITU strategies, policies, regulations and rules as well as UN Common System policies. It also ensures sound and balanced financial management of the Union; provides support and strategic advice on financial, budgetary and procurement matters, with a goal to strengthen ITU's financial system. ORGANIZATIONAL CONTEXT Under the direct supervision of the Chief of the Financial Resources Management Department (FRMD) the incumbent provides secretarial and administrative support to the Department.

Requirements

Completed secondary education with a diploma OR completed 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 completed secondary education with a diploma for promotion or rotation purposes.
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 at a recognized school may replace the required experience on the basis of one year of education for one year of experience.)
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.
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
Analysis, Judgement and Decision Making
Client and Service Orientation
Planning and Organising
SRM, RMS, e-Travel requests, e-Staff requests, Gdoc2.

Nice To Haves

Knowledge of a third official language would be an advantage.

Responsibilities

Receive, scrutinize, sort and distribute all incoming mail to the different sections of the Department.
Identify complex, sensitive and urgent correspondence which needs special treatment and inform the Chief of Department and/or Heads of Division/Unit.
Maintain records of incoming and outgoing mail and co-ordinate or draft replies to correspondence requiring action.
Ensure that deadlines are respected.
Keep the electronic Agenda of the Chief of Department up to date.
Organize and co-ordinate internal and inter-departmental meetings.
Draft general letters, memoranda, e-mails and notes in English and French.
Proof-read correspondence prepared by other staff for format, spelling and grammar, and suggests stylistic improvements.
Provide informal translation of correspondence prepared by other staff from English into French or vice-versa on Gdoc2.
Ensure that official letters, service orders/office memoranda, repayment agreements, etc. are translated on time.
Evaluate and improve the filing system in order to ensure effective access to information.
Perform various secretarial duties for the Council Working Group on Financial and Human Resources (CWG-FHR), the ADM Committee of Council and during the Plenipotentiary Conferences: Committees 3 (Budget Control) and 6 (Administration and Management): Proof-read meeting documents drafted by supervisors for format, spelling and grammar, and suggest stylistic improvements. Ensure in collaboration with the Governing Bodies Secretariat, that all FRMD documents are posted on the appropriate ITU websites in a timely manner prior to meetings. During the meetings: ensure, in collaboration with the Governing Bodies Secretariat, that delegates are in possession of the documents needed; amend, on instructions, documents for re-submission during the meetings, if needed.
Receive e-mails from the UN CEB Secretariat on documentation/information/forms to be filled in and meetings to be held relevant to the FB-Network and finance - related Working Groups and Task forces. Draw the attention of the Chief of Department and/or Heads of Division on meetings to be held and inform the UN CEB Secretariat on FRMD participation. Draw the attention of the Chief of Department and/or Heads of Division to UN CEB requests for ITU contributions and ensure that the documentation is returned by the requested deadlines.
Maintain up-to-date lists of authorized signatures and documentation relevant to banking relations for staff from Headquarters and Regional Offices. Inform the banks on changes occurring in the lists by drafting the appropriate correspondence and ensures that banks follow-up.
Draft letters to all banks requesting them to provide the External Auditor with the requested documentation.
Co-ordinate the administrative work of the Department: initiate travel authorizations, initiate office requests, initiate staff requests. Prepare the documentation required for contract extensions, vacancy notices, job descriptions, special post allowances and all other personnel-related matters and ensure appropriate follow-up. Initiate draft vacancy notices.
Assist in the accounting and reconciliation of UNDP transactions, ITU agency service requests (ASR) and inter-office vouchers (IOV) and in the reconciliation of bank statements related to extra-budgetary accounts. Generate, verify and record accounting documents as required. Contribute to the yearly closure and the preparation of annual financial statements in coordination with the Accounts team.
Perform other related duties as assigned.