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 (Registration)
Vacancy notice no: 1459
Sector: BDT
Department: DDR
Country of contract: Switzerland
Duty station: Geneva
Position number:
Grade: G5
Type of contract: Short-term
Duration of contract: 2 months
Recruitment open to: External
Application deadline (Midnight Geneva Time): 8 February 2024
ORGANIZATIONAL UNIT
The Telecommunication Development Bureau (BDT) is responsible for the organization and coordination of the work of the Telecommunication Development Sector (ITU-D) of the Union which deals mainly with ICT-focused development policies, strategies and programmes, as well as technical cooperation activities, to promote digital inclusion and drive digital transformation at community, country and regional levels. To effectively and efficiently serve the needs of ITU members, BDT is organized into four functional areas:
- Office of the Deputy to the Director and Field Operations Coordination Department
- Partnerships for Digital Development Department
- Digital Networks & Society Department
- Digital Knowledge Hub Department
The office of the Deputy to the Director and Field Operations Coordination Department is responsible for advising and supporting the Director on the direction and management of the Bureau. It is also responsible for leading all matters related to personnel, strategic, financial and operational planning and reporting processes. The department oversees the work of the Regional Offices, ensuring proper delegation of authority and accountability of the Regional Offices. This department coordinates the holding of BDT conferences and events, monitors the implementation of decisions emanating from the World Telecommunication Development Conference (WTDC), the Telecommunication Development Advisory Group (TDAG) or Council, and cooperates closely with the other Sectors of the Union and the General Secretariat on matters of relevance to BDT and the overall work of the Union. BDT Regional Directors report to this department.
DUTIES AND RESPONSIBILITIES
In the Support Services Division (SUP) within the Field Operations Coordination Department (DDR) of the ITU Telecommunication Development Bureau (BDT), under the supervision of the Registration Administrative Coordinator, the incumbent performs the following duties:
- Assists with the management of the accreditation and validation process of all incoming registration requests according to ITU regulations and liaises with prospective participants when requests are not in compliance with rules; oversees documenting new BDT business requirements and requests for system enhancements.
- Serves as first-level support for BDT and field offices; assists participants throughout the registration process via e-mail and telephone, answering all queries within 48 hours to deliver a high-quality service; and develops documentation on frequently asked questions (FAQ).
- Diagnoses, troubleshoots, and resolves any problems that are reported by CRM users (internal and external), or escalates them to the right level of support.
- Assists in monitoring the changes in the membership (including mergers, denunciations, change of names and contact details, as well as change of officials) and reviews and updates the list of Designated Focal Points after clearance with the authorized officials of the Member State or entity concerned.
- Sends out e-mail push messages to participants as needed through the CRM registration system; and provides lists of participants before and during events (announced and provisional) ensuring accuracy regarding membership categories and representation levels according to ITU rules.
- Assists in the planning and implementation of an effective training programme for field staff in the six ITU-D regions to ensure smooth transition from EDRS to CRM system; and provides constructive, written feedback and suggestions to improve the registration function continuously for both physical and virtual events.
- Participates in the preparation and testing of training materials such as module summaries, videos, and presentations, as well as in the testing phase of new functionalities by defining test scenarios and running tests.
- Participates in validating user guidelines for CRM after completion of training sessions with all six ITU-D regions and SUP registration staff and back-up staff in the Division; contributes to team effectiveness through knowledge sharing.
- Performs other duties as required.
CORE COMPETENCIES
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
FUNCTIONAL COMPETENCIES
TECHNICAL COMPETENCIES
- Good knowledge of database software, particularly CRM or business intelligence systems.
- Good knowledge of policies, procedures, rules, and regulations for ITU meetings.
- Strong analytical skills to study numerous sets of data and draw accurate conclusions.
- A blend of good writing, speaking and presentation skills to draft analysis reports with clarity and present statistical information in an easy-to-understand manner.
- Ability to work independently as well as collaborate positively within a team environment.
- Excellent time management and organizational skills, reliability, and a high degree of discretion.
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 the field of the post. (A maximum of three years of studies in the field of the post and in a recognized school may replace the required experience based on one year of education for one year of experience).
Language:
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, appointments to posts in the General Service category are subject to local recruitment conditions.