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.
Administrative Assistant
Vacancy notice no: 1606
Sector: BR
Department: TSD
Country of contract: Switzerland
Duty station: Geneva
Position number: R43/G6/465
Grade: G6
Type of contract: Fixed-term
Duration of contract: 2 years with possibility of renewal
Recruitment open to: External
Application deadline (Midnight Geneva Time): 4 June 2024
ORGANIZATIONAL UNIT
The Radiocommunication Bureau (BR) is responsible for the application of the Radio Regulations and for technical and administrative support of ITU World and Regional Radiocommunication Conferences, Radiocommunication Assemblies and Study Groups. The Bureau also carries out the international regulatory processes for registration of frequency assignments and satellite orbits and assists administrations in their coordination and implementation of frequency spectrum and orbit requirements as well as in resolving cases of harmful interference. It provides the specialised technical secretariat for the work of the Radiocommunication Study Groups and the Radiocommunication Assembly in the development of recommendations for spectrum utilisation and radio system characteristics. The BR is organised into four Departments: Space Services Department, Terrestrial Services Department, Informatics, Administration and Publications Department and the Study Groups Department.
Within the Radiocommunication Bureau, the Terrestrial Services Department (TSD) comprises three Divisions: Broadcasting Services Division (BCD), Fixed and Mobile Services Division (FMD), Terrestrial Publication and Registration Division (TPR). The Department is responsible for the application of the ITU Radio Regulations through the processing of frequency assignments notified by ITU Member States for terrestrial services both from a regulatory and technical point of view. In addition, the Department is responsible for the application of procedures associated with World and Regional Plans. It also provides assistance to ITU Member States on frequency selection and the treatment of cases of harmful interference. It is responsible for the application of operational and administrative provisions of the Radio Regulations, including safety of life aspects of the Aeronautical and Maritime Services. The Department edits and publishes all Terrestrial data publications. TSD also carries out studies and other activities for the preparation of World and Regional Radiocommunication Conferences.
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 performs the following duties:
- Provides administrative support to the Division by managing communications 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 Division to ensure understanding of intent and deadlines.
- Prepares circular letters concerning frequency registration and maritime affairs.
- Establishes and manages tracking systems for correspondence and documents and keep them up to date. Monitors work progress and cases of priority and concern to the supervisor.
- Manages and keeps up to date the BR administration address databases.
- Prepares the finding forms with appropriate recommendations concerning notices to be returned to administrations after unfavourable findings by the Bureau and prepares the associated correspondence.
- Initiates RRll.47 procedure concerning provisional recordings in the Master International Frequency Register and prepares correspondence to administrations for confirmation of date of putting into use of assignments.
- Manages and keeps up to date the Preface to the BR IFIC.
- Prepares correspondence concerning harmful interference, infringements of the Radio Regulations and special monitoring reports.
- Performs other related duties as assigned.
CORE COMPETENCIES
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
FUNCTIONAL COMPETENCIES
TECHNICAL COMPETENCIES
- Practical knowledge of the BR working methods.
- Good knowledge of Microsoft Office tools (e.g. Word, Excel, PowerPoint), Internet applications and SharePoint.
- Knowledge of the BR document systems would be an asset.
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 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 the use of current text processing, spread sheet and database computer programs (e.g. DPS, OMS, DHV DPM, Documentum) would be an advantage.
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 dependants.
According to ITU Staff Regulations and Rules, appointments to posts in the General Service category are subject to local recruitment conditions.