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.

HR Administrative Assistant

Vacancy notice no: 1837
Sector: SG
Department: HRMD
Country of contract: Switzerland
Duty station: Geneva

Position number:
Grade: G5
Type of contract: Short-term
Duration of contract: asap until 31 March 2025
Recruitment open to: External
Application deadline (Midnight Geneva Time): 13 November 2024

ORGANIZATIONAL UNIT

The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.

Within the General Secretariat, the Human Resources Management Department (HRMD) advises the Secretary General on human resources management. It manages ITU's resources ensuring consistency with ITU strategies, policies, regulations and rules as well as UN Common System policies. It efficiently manages the human capital of the Union; creates a stimulating and supportive work environment and encourages organizational creativity and performance measurement based on results.

DUTIES AND RESPONSIBILITIES

Within the Organizational Design and Recruitment Service of the Human Resources Management Department, and under the direct supervision of the Head, Recruitment and Partnership Programs, the duties to be performed are as follows:

• Manage the Partnerships Programme and Internships mailboxes; control all information linked to recruitment of internships; identify complex or sensitive subjects as well as priority issues and forward to the attention of concerned team member for special treatment; coordinate any request from HR Focal Points and/or supervisors; draft official replies and ensure follow-up in a timely manner.
• Validate internship requests (online or by email) and check eligibility of the candidates.
• Review and edit drafts for regular, short-term and internship vacancy notices.
• Prepare the internship contracts, attestations, reports and keep up to date the database.
• Provide guidance to staff on internship matters.
• Manage the reference checks for regular and short-term vacancies.
• Undertake the prescreening of applications for regular, short-term and internship vacancies.
• Perform other related duties as required.

CORE COMPETENCIES

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

FUNCTIONAL COMPETENCIES

Client and Service Orientation Planning and Organising

TECHNICAL COMPETENCIES

• Computer literacy of various MS Office applications (Excel, Word, PowerPoint, etc.).
• Extensive knowledge of the provision of administrative and operational duties.
• Ability to coordinate a broad range of operational activities simultaneously.
• Analytical skills and attention to detail.
• Ability to work independently as well as to work in a team.
• Ability to work under pressure, managing various different tasks.
• Ability to establish and maintain good working relations with staff at all levels.

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 administrative or human resources management 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).

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.

ADDITIONAL INFORMATION

According to ITU Staff Regulations and Rules, appointment 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.