Senior Administrative Assistant
Vacancy notice no: 1779
Sector: SG
Country of contract: Switzerland
Duty station: Geneva
Position number: PROJ-5098
Grade: G6
Type of contract: Project
Duration of contract: 1 year
Recruitment open to: External
Application deadline (Midnight Geneva Time): 23 October 2024
Organisational 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.
Background Information
Giga is a global UNICEF and ITU initiative to connect every school to the internet, and every young person to information, opportunity, and choice. It also serves as a platform to create the infrastructure necessary to provide digital connectivity to an entire country, for every community, and for every citizen. (www.giga.global). Giga has four core areas of work: Map previously unmapped schools, and monitor connectivity in real-time using open-source AI/ML. Model with the govt the optimal connectivity infrastructure configuration, identifying the enabling policy & regulation levers, and developing connectivity cost models. Finance connectivity projects using the most capital efficient solutions available; and Contract with the best practices for public procurement and delivery tools. Giga is active in 30 countries and has connected over 5,500 schools in Sub-Saharan Africa, Central Asia, and Latin America & the Caribbean, providing online access to over two million students and teachers. Key activities in these countries include using AI and satellite imagery to map school locations, using blockchain technology to monitor real-time connectivity status, using infrastructure and policy data to inform connectivity choices, and bringing all these elements together to design sustainable business models for connecting schools. With the support of the Governments of Switzerland and Spain, Giga has established its global headquarters in Geneva, and its Giga Technology Center in Spain. Giga is positioned for its next phase of growth to scale up in all programme areas with new resources associated with this support.
Organizational Context
Under the supervision of the Senior Advisor, Strategic Engagement and Initiatives, the role of the post is to provide administrative and secretarial support services to the senior manager, in order to ensure the smooth running of the Office and its flow and management of information.
Duties and Responsibilities
- Manages the immediate GIGA Office with respect to communications, meetings and workflow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention; as appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines;
- Arranges appointments and maintains supervisor’s calendar, receiving visitors, places and screens telephone calls and answers enquiries; organizes internal and external meetings including taking responsibility for finalization of the agenda, invitations, the production and distribution of documentation, note taking and preparation of minutes of meetings; follows-up on required actions.
- Assists with the logistics preparation for the Giga Leadership Team’s missions, including mission requests, travel arrangements, hotel bookings, visa applications, itineraries, and bilateral appointments.
- Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents; coordinates e-filing and access to information in the Giga Office, including maintaining relevant internal databases and files; supports in the processing of Giga docs including drafting, editing, proofreading and analyzing for approval and signature.
- Reads and analyzes incoming email; identifies complex or confidential correspondence for the Giga Leadership Team; monitors incoming and outgoing invitations; follows up on the status of required actions or replies; verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor.
- Follows up on the preparation by GIGA staff of reports, correspondence, briefing notes and other documents for the supervisor; reviews these documents and makes changes to their format or style, in accordance with standard practices; prepares correspondence for the supervisor’s signature.
- Supports the supervisor on staff contractual matters, including on queries related to job descriptions and recruitment of staff project positions; and drafting of Terms of Reference for staff, consultants and external partners.
- Supports the management of administrative supplies, office resources, and updating the inventory of items.
- Performs other related tasks as needed.
Core Competencies
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results Focused; Teamwork and Collaboration.
Functional Competencies
Technical Competencies
- Proven ability to adapt and respond positively to change.
- Proven ability to produce and deliver quality results. Is action oriented and committed to achieving outcomes.
- Computer literacy and the ability to effectively use standard office software tools.
Qualifications Required
Education:
Complete secondary education with a diploma OR complete equivalent technical, business 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 providing relevant administrative services. (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 providing administrative support to a senior manager.
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)
86,236.- 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.
Information on Recruitment Process
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the ITU Careers website. The evaluation of candidates is based on the criteria 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. Please note that only selected candidates will be further contacted and 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.
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.
About our team
We are a fast-paced, multi-disciplinary team of software engineers, finance specialists, data scientists, policy experts, and much more. Our team is a distributed workforce and plans to remain distributed into the foreseeable future. We are growing fast. Our team has grown by over 400% in the last 6 months as we rapidly scale to meet our stated mission.
About Giga
Giga is a joint initiative of UNICEF and ITU to connect every school in the world to the Internet by 2030. Working with corporate and non-profit partners, Giga maps schools’ Internet access in real time, creates models for innovative financing, and supports governments contracting for connectivity. It is part of ITU’s Partner2 Connect Coalition, UNICEF’s Reimagine Education initiative, and the UN Secretary General’s Common Agenda and Roadmap for Digital Cooperation.
Follow Giga on X, LinkedIn, and Instagram.
About UNICEF
UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up.
UNICEF has a 70-year history of innovating for children. We believe that new approaches, partnerships and technologies that support realizing children’s rights are critical to improving their lives.
About ITU
The International Telecommunication Union (ITU) is the United Nations specialized agency for information and communication technologies (ICTs), driving innovation in ICTs together with 193 Member States and a membership of over 900 companies, universities, and international and regional organizations.