Administrative Assistant

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. ITU also organizes global Telecom events bringing together the most influential representatives of government and the private sector to exchange ideas and knowledge for the benefit of all.

VACANCY NOTICE Nº ITU/BDT/FIELD/2011/G17

Date of Issue: 26 July 2011 Currently accepting applications Applications from women are encouraged Functions: Administrative Assistant Post Number: TD16R/G5/393 Deadline for Applications (23:59 GMT +2:00): 16 August 2011 (10 day(s) until closing deadline) Duration of Contract: 2 years Type of Appointment: Fixed-Term Appointment Duty Station: Jakarta, Indonesia Grade: G5

Organ: The Telecommunication Development Bureau (BDT) is responsible for the organization and coordination of the work of the Telecommunication Development Sector of the Union (the Union has three functional sectors: Standardization, Radiocommunication and Development) which deals mainly with development policies, strategies, programming, as well as technical cooperation activities (expert missions, training programmes, field projects, seminars, etc.).

Organization Unit: Within the Telecommunication Development Bureau (BDT) of ITU, under the supervision of the Director, and in close collaboration with the other Departments of BDT, the Regional and Area Offices are responsible for proposing the operational policy and strategy of telecommunication development activities in their respective regions, coordinating with countries of the region to prioritize requirements, proposing inputs for the preparation of the operational plan based on these prioritized regional requirements, as well as coordinating and implementing technical cooperation activities in their respective regions, be they in the framework of projects, regional initiatives, or follow-up of World Telecommunication Development Conferences.

Duties / Responsibilities

Under the general supervision of the Head of the ITU Area Office Jakarta, the incumbent will perform the following duties: Receive, register and monitor correspondence, attach necessary background information and maintain follow up system. Perform research work in connection with documents issued for meetings, seminars and conferences. Type and/or process all correspondence, reports and project documents in English ensuring that spelling, punctuation and format are correct. Prepare informal translations and may act as interpreter (Indonesian/English, English/Indonesian). Ensure filing of all documentation. Keep updated lists of contacts of telecommunication sector authorities and officials from the countries under the responsibility of the Area Office. Assist the Head of the Area Office in all matters related to Private Sector and Academia, including update of ITU Global Directory in coordination with corresponding staff at the Asia and Pacific Regional Office. Assist in the preparation of Country Briefings, Country Contact Lists and their corresponding update. Arrange appointments, receive visitors, screen telephone calls and answer routine queries. Assist in the management of the Office's Imprest Account by preparing monthly statements and tracking available resources and efficient management of the Petty Cash. Assist in the organization of ITU events (conferences, seminars, meetings and missions) held in the countries under the responsibility of the Area Office by liaising with host Administration, Asia and Pacific Regional Office and ITU Headquarters and whenever necessary, travel to the host country/city to provide assistance. Assist the Head of the Office in the implementation of Operational Plan (OP) actions, technical cooperation projects and in the implementation of its related activities. In collaboration with the Asia Pacific Regional Office, assist in the preparation of information to be published in the Asia and Pacific Regional Office's webpage. Liaise with UNDP and government entities in regards to operational/administrative matters. Make travel arrangements for ITU professional staff in the Area Office. Make the necessary appointments, logisitics and contacts for ITU Officials carrying out mission in the countries covered by the Area Office. Perform other duties as required.

Qualifications required

Education: Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma.

Experience: At least 5 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 on the basis of one year of education for one year of experience.)

Languages: Knowledge of English at advanced level. Knowledge of another official language of the ITU (Arabic, Chinese, French, Russian, Spanish) would be an advantage.

Competencies: Proven ability of typing in English; Ability to operate electronic equipment for data capture. Knowledge of various software: i.e. Word for Windows, PowerPoint, electronic mail and Internet. Ability to communicate clearly and concisely, to work in a multicultural environment and to focus on the customer. Ability to establish and maintain good working relationships, to work as part of a team and to work under pressure. Tact and discretion are essential.

Additional Information: ONLY APPLICATIONS FROM CANDIDATES RESIDING IN THE AREA OF THE DUTY STATION SHALL BE CONSIDERED

Remuneration

Annual Salary: (Net of Tax) 125,022.- IDR - 194,472.- IDR without dependants

Applicants will be contacted directly if selected for written test. Interviews may be used as a form of screening.

For further information concerning the Conditions of Employment please click the following link

Applicants will be contacted only if they are under serious consideration