DUTIES AND RESPONSIBILITIES

• Receives, analyses, registers and distributes mail, correspondence and other documents; distributes to all the relevant staff; follows-up on deadlines; draws to the attention of the Head of the organizational unit the most important matters; drafts replies, drafts routine correspondence, and responds to requests for information; reviews correspondence and other documents and makes/recommends changes to format, style, spelling and/or grammar; follows-up on the signature of the supervisor.
• Facilitates the administrative work of the organizational unit by maintaining files/reference tracking systems for correspondence and documents; prepares and submits documents for storage in archives.
• Makes travel arrangements for the Head and staff of the organizational unit 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 (TOR) 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 organizational unit and experts (extension of contracts, vacancy notices, job descriptions, leaves, etc.) and to the office management (moves, phone lines, etc.).
• Arranges for the acquisition of the organizational unit’s office equipment, material and supplies and ensures follow-up of procurement processes in close collaboration with ITU’s Procurement Team, including the creation of “shopping carts”, and follows up on requests for purchasing through SRM; liaises with suppliers to ensure timely delivery and verifies invoices and prepares payment requests.
• Updates the website of the organizational unit; creates new pages; receives and posts new information and documents pertaining to the organizational unit activity domains and to the events organized.
• Assists in the organization of workshops, seminars, and meetings; arranges meetings facilities and equipment, prepares correspondence and assembles documents for participants.
• Liaises and coordinates with other divisions/departments of the BDT, the different departments of the General Secretariat and Bureaus of ITU Headquarters as well as with regional offices, when required.
• Performs any other related activities as assigned by the supervisor.
  

CORE COMPETENCIES

FUNCTIONAL COMPETENCIES

TECHNICAL COMPETENCIES

• Advanced proficiency in Microsoft Office applications and especially in Word, Excel, Teams, Power Point and Outlook.
• Ability to administer and execute administrative processes and transactions.
• Attention to detail.

QUALIFICATIONS REQUIRED

ADDITIONAL INFORMATION