ORGANIZATIONAL CONTEXT

DUTIES AND RESPONSIBILITIES

• Provides administrative support to the Division with respect to the flow of communications, meetings and workflow; identifies complex or sensitive subjects for special treatment, as well as priority issues that need to be brought to the supervisor’s attention.
• Receives and examines all incoming mail for the Division, drawing the attention of the Head of Division to the most important matters; distributes to all the relevant staff of the Division; drafts replies, makes the necessary modifications and follows-up on the signature of the supervisor. Facilitates the administrative work of the Division by establishing tracking systems for correspondence and documents; verifies that the work is done within established deadlines; monitors work progress and cases of priority and concern to the supervisor; maintains an effective and efficient filing system of correspondence, records and documents relevant to the Division; prepares and submits documents for storage in archives.
• Drafts correspondence and translates texts; proof-reads and edits letters, memorandums and documents for the Division; drafts letters of invitations and responses to official requests related to the organization and follow-up on symposia/seminars/workshops etc.; extracts mailing lists from CRM; retrieves documents, obtains information and data for use by the Head of Division; orders publications pertaining to the specialized work of the Division.
• After consultation, concerning questions of clarity and consistency of content, edits, assembles publications and other pertinent documents produced by short-term specialist consultants, and ensures their reproduction/distribution.
• Makes mission arrangements for the Head and staff of the Division and experts in collaboration with the Travel Section and prepares all the documentation for the missions such as mission requests, travel authorizations, repatriation forms, UNDSS, etc.; prepares the planning charts for the Head’s agenda; sends the travel claims upon their return.
• Prepares Terms of Reference for experts; obtains cost estimates for budget management purposes; liaises with the BDT HR Focal point and ensures follow-up on all questions related to the staff of the Division and experts (extension of contracts, vacancy notices, job descriptions, leaves, etc.) and to the office management (moves, phone lines, furniture, maintenance, stock of stationery, etc.).
• Processes and follows up on requests for purchasing through SRM; liaises with suppliers to ensure timely delivery and authorizes payment of the final invoices.
• Manages and updates the website of the Division; creating new pages, receiving and posting new information and documents pertaining to the Division activity domains and to the events organized.
• Liaises and coordinates with other divisions/departments of the BDT, the different departments of the Secretariat and Bureaus of ITU Headquarters as well as with regional offices, when required.
• Performs any other related activities as assigned.

CORE COMPETENCIES

FUNCTIONAL COMPETENCIES

TECHNICAL COMPETENCIES

• Practical knowledge of the BDT working methods.
• Ability to work independently as well as to work in a team and under pressure.
• Ability to establish and maintain good working relations with staff at all levels.

QUALIFICATIONS REQUIRED

BENEFITS AND ENTITLEMENTS