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.

DUTIES AND RESPONSIBILITIES

He/She will:

• 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.

DUTIES AND RESPONSIBILITIES (continuation)

• 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.

CORE COMPETENCIES

Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.

FUNCTIONAL COMPETENCIES

TECHNICAL COMPETENCIES

SRM, RMS, e-Travel requests, e-Staff requests, Gdoc2.

QUALIFICATIONS REQUIRED

Education:

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.

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 at 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.

BENEFITS AND ENTITLEMENTS

Annual Salary (Net of Tax)
86,924.- CHF - 115,574.- CHF without dependents.

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