Head, Governing Bodies Secretariat

Date of Issue: 17 July 2012 Currently accepting applications Applications from women are encouraged Functions: Head, Governing Bodies Secretariat Post Number: PM03/P5/231 Deadline for Applications (23.59 Geneva CH) : 17 September 2012 (49 day(s) until closing deadline) Duration of Contract: 2 years Type of Appointment: Fixed-Term Appointment Duty Station: Geneva, Switzerland Grade: P5

Organ: The General Secretariat directs all the administrative and financial aspects of the Union's activities, including the implementation of the provisions of the administrative regulations on operational questions, the dissemination of information on telecommunication matters for operational and other purposes, the provision of legal advice to the Bureaux of the Union and the departments of the General Secretariat, logistic support to the Union's activities including conferences, the coordination of the work of the Union with other international organizations, the dissemination of information to the Member States and Sector Members, press, corporate and individual users of telecommunications and the general public. The General Secretariat is also responsible for the organization of world telecommunication exhibitions and forums.

Organization Unit: Within the General Secretariat, the Strategic Planning and Membership Department (SPM) advises the Secretary-General on strategic challenges and their implications for the Union in the fast evolving telecommunications/ICT environment; develops forward-looking strategic proposals to the ITU management team with a view to ensuring that the organization meets the objectives assigned by the membership; plans and coordinates the corporative and strategic activities with a view to ensuring their accordance with membership objectives; organizes and provides secretariat services to the Plenipotentiary Conference, Council, and other meetings in the general secretariat in order to achieve a high level of involvement from Member States and Sector Members, develops and maintains sound relations with Member States, Sector Members and other entities, the UN and other international organizations. The Department is also responsible for providing expert advice on communication and promotion strategies and for developing and implementing the Union's corporate communication plan in cooperation with the three Sectors with a view to promoting ITU leadership in the field of telecommunications and ICT.

Duties / Responsibilities

Under the direction of the Chief, Strategic Planning and Membership Department, the incumbent is responsible for the formulation, planning and coordination of the Plenipotentiary, Council and other major meetings in the General Secretariat. More specifically, the incumbent: Leads the Governing Bodies Secretariat (GBS) involving the management of GBS staff. Ensures the smooth functioning and oversight of the preparations for Plenipotentiary, Council, WTPF and other major meetings in the General Secretariat. Identifies the substantive, administrative, financial, technical and logistical issues that must be addressed in order to prepare for meetings and conferences including the consideration of the appropriate structure, time plan and staffing tables. Prepares the provisional agendas and time management plans and reviews input documents. Analyzes emerging management issues and related policy/best practice and provides advice and/or develops recommendations. Provides leadership in the development of innovative and/or change management programmes, in particular as regards the full utilization of electronic tools, document management strategies, work plans and methods and the related re-engineering of work processes. Coordinates new projects and initiatives (such as the conference registration system). Develops and implements new procedures and/or recommendations to improve the efficiency and effectiveness of service delivery based on indicators. Contributes to strategic discussions reporting to legislative and advisory bodies in the area of ITU meetings and conferences. In collaboration with the Legal Affairs Unit and Conference & Publications Department, contributes to the selection of venue, timing, consolidation, and negotiation of Plenipotentiary host country agreements. Coordinates substantive preparation with the Plenipotentiary host country. Oversees the functioning of the document management system and delegate registration. Advises and makes recommendations to the Chairman of the conference on the preparation and the organization of work and procedural matters. Prepares substantive briefs for Plenipotentiary and Council meetings. Leads and/or participates in committees and working groups focusing on various issues and policies such as the IPPC, ICTC or in ITU bodies such as Working Groups of the Council where the incumbent may be called to provide substantive inputs. Reports to senior management (at Coordination Committee, MCG, ManCom meetings) on Plenipotentiary, Council, WTPF and other major meetings in the General Secretariat. Replaces when necessary, the Executive Secretary to Council and Plenipotentiary. Establishes the timetable for preparation of the documents, taking into account the need to respect the legal deadlines set by the Rules of procedure. Edits and proofreads the documents. Serves as Secretary to the Council Document Preparatory Group. Coordinates in collaboration with the Legal Affairs Unit the election and voting procedures for ITU treaty-making conferences; ensures that processes are well documented. Coordinates the consolidation and publication of official texts of Plenipotentiary and Council (Final Acts, Basic texts, Resolutions and Decisions). Coordinates the preparation and publication of the Council report to the Plenipotentiary Conference. Prepares follow-up plans for Plenipotentiary and Council decisions (including Resolutions and Recommendations); ensures focal points for follow-up are identified; monitors the implementation of decisions. Represents ITU at UN inter-agency meetings dealing with Governing Bodies Secretariat matters.

Qualifications required

Education: Advanced university degree in business administration, international relations, political science or related fields OR education in a reputed college of advanced education with a diploma of equivalent standard to that of an advanced university degree in one of the fields above. For internal candidates, a first university degree in one of the fields above in combination with fifteen years of qualifying experience may be accepted in lieu of an advanced university degree for promotion or rotation purposes.

Experience: At least ten years of progressively responsible experience in the field of the post, including at least five at the international level. Experience in conference management required. Knowledge of the ITU Constitution and Convention would be an advantage. A Doctorate in a related field can be considered as a substitute for three years of working experience.

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. (Under the provisions of Resolution No. 626 of the Council, a relaxation of the language requirements may be authorized in the case of candidates from developing countries: when candidates from such countries possess a thorough knowledge of one of the official languages of the Union, their applications may be taken into consideration.)

Competencies: Strategic planning and management abilities, including capacity to administer financial resources and exercise appropriate supervision and control. Strong organizational skills, with the ability to establish plans and priorities and implement activities effectively; proven multi-tasking skills. Ability to communicate clearly and effectively both orally and in writing, including the preparation of clear and concise reports. Ability to take initiative and maintain effective working relationships with people of different nationalities and cultural backgrounds. Diplomacy, sense of tact and political astuteness.

Remuneration

Annual Salary: (Net of Tax) 153,760.- USD - 186,606.- USD without dependants 165,510.- USD - 202,851.- USD with 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

Head, Governing Bodies Secretariat