Exciting Oportunity :(ITU) Seeks Administrative Assistant. APPLY NOW

Administrative Assistant

May 20, 2024

7 minutes read

Exciting Opportunity:(ITU) Seeks Administrative Assistant. APPLY NOW

Position: Administrative Assistant

Organizational Unit Overview

The Radiocommunication Bureau (BR) plays a critical role in the ITU by managing the Radio Regulations and providing both technical and administrative support for ITU World and Regional Radiocommunication Conferences, Radiocommunication Assemblies, and Study Groups. The Bureau is tasked with overseeing the international regulatory processes for the registration of frequency assignments and satellite orbits, which are crucial for maintaining the global communication infrastructure. Additionally, the BR assists national administrations in coordinating and implementing their frequency spectrum and orbit requirements and in resolving cases of harmful interference.

The BR is organized into four main departments:

Space Services Department: Manages satellite services and orbits.
Terrestrial Services Department (TSD): Oversees terrestrial services, including broadcasting and fixed/mobile services.
Informatics, Administration and Publications Department: Handles administrative support and ITU publications.
Study Groups Department: Facilitates the development of recommendations for spectrum utilization and radio system characteristics through study groups.

Duties and Responsibilities

Under the supervision of the Head of the Registration Section in the Terrestrial Publication and Registration Division (TPR) within the Terrestrial Services Department (TSD), the incumbent will perform the following duties:

Administrative Support

Manage Communications and Workflow:
- Provide administrative support to the Division by managing communications and workflow.
- Identify complex or sensitive subjects and contacts for special treatment.
- Highlight priority issues that need to be brought to the supervisor’s attention.
- Provide information and guidance to staff at all levels within the Division to ensure understanding of intent and deadlines.
Prepare Circular Letters:
- Draft and prepare circular letters concerning frequency registration and maritime affairs.
- Ensure accuracy and clarity in communications sent to ITU Member States and other stakeholders.
Establish and Manage Tracking Systems:
- Develop and maintain tracking systems for correspondence and documents.
- Keep tracking systems up to date and monitor work progress.
- Identify and manage cases of priority and concern to the supervisor.
Maintain Administration Address Databases:
- Manage and keep the BR administration address databases up to date.
- Ensure accurate and current contact information for all relevant stakeholders.
Prepare Finding Forms and Correspondence:
- Prepare finding forms with appropriate recommendations concerning notices to be returned to administrations after unfavorable findings by the Bureau.
- Draft the associated correspondence for these notices.
Initiate RRll.47 Procedure:
- Manage the RRll.47 procedure concerning provisional recordings in the Master International Frequency Register.
- Prepare correspondence to administrations for confirmation of the date of putting into use of assignments.
Update BR IFIC Preface:
- Manage and keep up to date the Preface to the BR International Frequency Information Circular (IFIC).
Handle Correspondence on Harmful Interference:
- Prepare correspondence concerning harmful interference, infringements of the Radio Regulations, and special monitoring reports.
- Ensure timely and effective communication with relevant parties to address these issues.
Perform Other Related Duties:
- Assist with additional tasks as assigned by the supervisor.
- Support the Division in achieving its goals and objectives.

Core Competencies

Applying Expertise: Utilize technical and professional knowledge and skills to achieve job responsibilities effectively.
Effective Communication: Convey information and ideas clearly and effectively.
Learning and Knowledge Sharing: Continuously seek to learn and share knowledge.
Organizational Commitment: Demonstrate dedication to the goals and values of the organization.
Results-Focused: Strive to achieve high-quality results and deliver on commitments.
Teamwork and Collaboration: Work cooperatively with others to achieve shared goals.

Functional Competencies

Analysis, Judgement, and Decision Making: Ability to analyze situations and make sound judgments.
Client and Service Orientation: Focus on delivering high-quality service to clients.
Planning and Organizing: Ability to plan, prioritize, and organize work effectively.

Technical Competencies

Practical Knowledge of BR Working Methods: Familiarity with the operational procedures and administrative processes within the BR.
Proficiency in Microsoft Office Tools: Advanced skills in using Microsoft Word, Excel, PowerPoint, Internet applications, and SharePoint.
Knowledge of BR Document Systems: Understanding of BR document management systems (e.g., DPS, OMS, DHV DPM, Documentum) is an asset.

Qualifications Required

Education:

Complete secondary education with a diploma OR 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 secretariat work.
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.
Experience in using current text processing, spreadsheet, and database computer programs (e.g., DPS, OMS, DHV DPM, Documentum) would be an advantage.

Languages:

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

Benefits and Entitlements

Annual Salary (Net of Tax):

86,236 CHF – 114,656 CHF without dependents.

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

Administrative Assistant

Information on Recruitment Process

Application Process:

All candidates must complete an online application and provide complete and accurate information. To apply, please visit the ITU Careers website.
Ensure that your application includes all relevant details and qualifications, and is submitted before the deadline of Midnight, Geneva Time, 4 June 2024.

Evaluation:

The evaluation of candidates is based on the criteria outlined in the vacancy notice and may include tests and/or assessments, as well as a competency-based interview.
ITU uses communication technologies such as video or teleconference, e-mail correspondence, etc., for the assessment and evaluation of candidates.

Selection:

Only selected candidates will be further contacted. Candidates in the final selection step will be subject to reference checks based on the information provided.
Messages originating from a non-ITU e-mail account (@itu.int) should be disregarded. ITU does not charge a fee at any stage of the recruitment process.

Commitment to Diversity and Inclusion:

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 part of the organization.
Achieving gender balance is a high priority for ITU.

About ITU

The International Telecommunication Union (ITU) is a specialized agency of the United Nations responsible for all matters related to information and communication technologies (ICTs). Established in 1865 to facilitate international connectivity in communications networks, ITU allocates global radio spectrum and satellite orbits, develops the technical standards that ensure networks and technologies seamlessly interconnect, and strives to improve access to ICTs to underserved communities worldwide. ITU’s work is at the heart of the global communications system that connects billions of people and devices around the world.

Mission and Vision: ITU’s mission is to connect the world through information and communication technologies (ICTs). Our vision is a world where everyone can access, use,

Mission and Vision: ITU’s mission is to connect the world through information and communication technologies (ICTs). Our vision is a world where everyone can access, use, create, and share information, ensuring that ICTs benefit all. By fostering international cooperation, ITU helps countries to leverage the full potential of ICTs for sustainable development.

Strategic Goals:

Expand global connectivity and access to ICTs.
Foster innovation and development in the ICT sector.
Establish and promote global standards for ICTs.
Strengthen capacity building and enhance human skills in ICTs.
Promote inclusive ICT policies and practices.

Administrative Assistant

Core Areas of ITU’s Work

1. Radiocommunication: ITU manages the international radio-frequency spectrum and satellite orbits to ensure interference-free operations of radiocommunication services globally. This involves coordinating satellite positions, allocating frequencies, and ensuring countries comply with regulations.

2. Standardization: ITU develops international standards to ensure the seamless interconnection and interoperability of ICT networks and devices. These standards cover a wide range of areas, from broadband to cybersecurity, ensuring the smooth functioning of the global ICT ecosystem.

3. Development: ITU works to bring the benefits of modern communication technologies to people in every part of the world. This includes initiatives to expand broadband access, enhance digital literacy, and ensure ICT accessibility for people with disabilities.

4. Telecom Infrastructure: Improving communication infrastructure in the developing world is a key focus for ITU. By building robust and reliable telecom networks, ITU helps foster economic growth, social inclusion, and sustainable development.

5. Global Standards: ITU establishes global standards that foster seamless interconnection of a vast range of communication systems, enabling the global ICT ecosystem to function efficiently and effectively.

Working at ITU

Work Environment: ITU offers a dynamic and inclusive work environment where employees from diverse backgrounds come together to make a difference. Our workforce includes professionals from over 80 countries, bringing a wide range of skills, perspectives, and experiences.

Professional Development: ITU is committed to the continuous professional development of its staff. We offer various training programs, workshops, and learning opportunities to help employees enhance their skills and advance their careers.

Work-Life Balance: ITU recognizes the importance of work-life balance and offers flexible working arrangements to support the well-being of its staff. This includes options for telecommuting, flexible working hours, and various leave entitlements.

Employee Benefits: In addition to competitive salaries, ITU provides a comprehensive benefits package that includes health insurance, retirement plans, and other perks designed to support the well-being and financial security of its employees.

Join Us

At ITU, we believe in the power of information and communication technologies to transform lives and create a better future for all. If you are passionate about finance, accounting, and making a global impact, we invite you to join our team as an Accounting Assistant. Together, we can connect the world and drive sustainable development through innovative ICT solutions.

Apply Now: Visit the ITU Careers website and submit your application by 5 June 2024. Be part of a global mission to improve communication infrastructure and establish worldwide standards. 🌍✨

Keywords: ITU, Administrative Assistant, Radiocommunication Bureau, Terrestrial Services Department, Radio Regulations, Frequency Assignments, Satellite Orbits, Communication Infrastructure, Global Standards, Geneva, Switzerland, Diversity, Inclusion, BR Document Systems, Microsoft Office, Professional Development, Work-Life Balance, Employee Benefits, Recruitment Process, Regulatory Processes, World Radiocommunication Conferences, Regional Radiocommunication Conferences, Technical Support, Administrative Support, Document Management, Interference Resolution, Frequency Registration, Maritime Affairs, Correspondence Management, ICT, United Nations, Global Connectivity, Sustainable Development.

This comprehensive job posting ensures an extensive coverage of the role and responsibilities, highlighting the importance of the position within ITU and the broader impact of the organization’s work. It also emphasizes ITU’s commitment to diversity, professional development, and its overall mission to connect the world through ICT.