Administrative Assistant

ITU • Geneva, IL

56d

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. 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. ITU applies a zero-tolerance policy against all forms of harassment. ITU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply to become a part of the organization. Achieving gender balance is a high priority for ITU. In the TSB Director’s Office, under the supervision of the Executive Assistant, the incumbent performs the following duties: 1. Manages incoming and outgoing correspondence. Drafts and formats correspondence, memoranda, and other documents based on instructions from the Director or Executive Assistant. 2. Assists in preparing and entering the details of the Director’s official travel arrangements. 3. Manages the office’s petty cash, provides regular updates to the Executive Assistant, and liaises with FRMD to reconcile accounts. 4. Maintains and updates office systems and procedures, files, reference databases, and office materials, recommending simple improvements to support efficiency and accuracy. 5. Serves as a first point of contact for the Office of the Director, managing inquiries, maintaining confidentiality, and ensuring appropriate follow-up. 6. Performs other related duties as assigned.

Requirements

• Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma.
• For internal candidates, obligatory schooling in combination with ten years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.
• At least five years of experience in the field of the post.
• 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.

Nice To Haves

• Knowledge of SAP or similar Enterprise Resource Planning (ERP) processes would be an advantage.
• UN Global General Service Test or equivalent would be an advantage.
• Ability to touch type at 40 wpm would be an advantage.
• Knowledge of a third official language would be an advantage.

Responsibilities

• Manages incoming and outgoing correspondence.
• Drafts and formats correspondence, memoranda, and other documents based on instructions from the Director or Executive Assistant.
• Assists in preparing and entering the details of the Director’s official travel arrangements.
• Manages the office’s petty cash, provides regular updates to the Executive Assistant, and liaises with FRMD to reconcile accounts.
• Maintains and updates office systems and procedures, files, reference databases, and office materials, recommending simple improvements to support efficiency and accuracy.
• Serves as a first point of contact for the Office of the Director, managing inquiries, maintaining confidentiality, and ensuring appropriate follow-up.
• Performs other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED