Administrative Assistant

DUTIES AND RESPONSIBILITIES

In the Strategic Tech and Academia Initiatives (STAI) Division, within the Strategic Engagement Department (SED) of the Telecommunication Standardization Bureau (TSB), under the supervision of the Head of the STAI Division and in close collaboration with the ITU Journal and ITU-T Academia Coordinator, the duties to be performed are as follows:

1. Provide administrative support to the Head of the Strategic Tech and Academia Initiatives Division to facilitate the effective functioning of the Division.
2. Manage calendars, coordinate meetings and draft related invitation letters and memoranda to support the timely organization of the Division’s activities.
3. Prepare routine administrative correspondence, including invitation letters; format documents, reports, tables and presentations; generate administrative reports from existing and readily available information; conduct administrative quality reviews of documents; and set up and maintain systems to track and log information and data.
4. Assist in coordinating logistics for visits, meetings, conferences and other events, and prepare and assemble related materials and documents to support their effective organization.
5. Provide administrative support to the Study Groups and Policy Department (SPD) and to the Strategic Engagement Department (SED) for the preparation of travel requests for non-TSB staff, including speakers and experts. In collaboration with the Travel Section within the Financial Resources Management Department (FRMD), secure the appropriate approvals, obtain mission cost estimates, provide administrative guidance to SPD and SED staff requesting travel arrangements for experts, coordinate with external speakers for the preparation of their travel authorizations and reimbursement requests, and follow up on internal administrative processes, including with FRMD’s Travel Section or Accounts Division, for the payment of travel expenses.
6. Support the year-round organization of the Kaleidoscope academic conference, including logistics, programme materials, collateral materials and the preparation of relevant documents, to contribute to the effective delivery of the conference.
7. Support the AI and multimedia authenticity standards collaboration, the AI standards exchange and the AI for Good Lab Initiatives by providing administrative assistance for meetings and activities and supporting website updates.
8. Support ITU Journal activities by carrying out administrative and logistical tasks for publications and webinars, assisting with the preparation of visuals and promotional materials, and supporting website updates.
9. 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

• Ability to maintain accurate administrative records, trackers and related information and data.
• Strong communication and interpersonal skills, with the ability to coordinate effectively with internal and external contacts.
• Advanced computer skills, including proficiency in Microsoft Office applications, particularly Word, Excel, Outlook and PowerPoint.

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 ten years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.

Experience:

At least five 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.)

Relevant experience in travel and administrative tasks would be considered an advantage.

Languages:

Knowledge of English at an advanced level. Knowledge of other official languages of the Union (Arabic, Chinese, French, Russian, Spanish) would be an advantage.

ADDITIONAL INFORMATION

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