Senior Administrative Assistant

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. 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._

**Senior Administrative Assistant**

**Vacancy notice no**: 1948
**Sector**: BDT
**Department**: Regional Offices
**Country of contract**: Brazil
**Duty station**: Brasilia

**Position number**: TD26R/G6/791
**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)**: 19 March 2025

ORGANIZATIONAL UNIT

The Telecommunication Development Bureau (BDT) is responsible for the organization and coordination of the work of the Telecommunication Development Sector of the Union. BDT deals mainly with development policies, strategies, programming, projects, as well as technical cooperation activities to enable and foster universal access to affordable, high-quality and secure telecommunications/ICTs and Foster equitable and inclusive use of telecommunications/ICTs to empower people and societies for sustainable development. To effectively and efficiently serve the needs of Member States, BDT is organized into four functional areas:

- Operations Coordination Department (Office of the Deputy to the Director) (DDR)
- Projects, Partnerships & Digital Skills Department (PPS)
- Digital Networks & Environment Department (DNE)
- Digital Knowledge Society Department (DKS)

The regional offices provide assistance to the ITU Member States of the Region, ensuring a close relationship and collaboration. To implement the agreed programs and projects, in accordance with the ITU Strategy Plan and the BDT Action Plan, with the active support of all Departments, providing timely information about their development. To provide proper line management and support, the Regional Directors report to the Director of the BDT.

**ORGANIZATIONAL CONTEXT**:
This position reports to the Regional Director. The purpose of this role is to provide administrative support services for the ITU Offices in the Americas, ensuring the smooth running of administrative work. The role requires the ability to prioritize tasks and organize work independently, based on general guidance from the supervisor.

**DUTIES AND RESPONSIBILITIES**:

- Arranges appointments and maintains supervisor’s calendar, receives high ranking visitors, screens telephone calls and answers to inquiries.
- Organizes and facilitates the administrative work of the office including establishing the filing system, the internal procedures and tracking systems for correspondence and documents. Verifies that work is done in accordance with corporate standards and within established deadlines; monitoring work progress and handling priority issues for the supervisor.
- Establishes and maintains a list of contacts including ministers, government officials, regulators, sectors members, and other necessary for the Regional Office.
- Organizes workshops, training sessions, seminars, meetings and colloquiums, taking responsibility for administrative details and logistics, protocol matters and the finalization of the agenda, invitations, documentation production and distribution, note
- taking, and preparation of meeting minutes. Follows-up on required actions and may be requested to travel to provide support during events.
- Researches and compiles background information and documents; prepares briefing materials for supervisor for use during official trips or special meetings. Drafts responses to written inquiries on a variety of routine and non
- routine questions; communicates sensitive information to senior management and coordinates responses to sensitive or confidential inquiries on behalf of the supervisor.
- Follows up on the preparation of reports, correspondence, briefing notes and other documents by staff for the supervisor. Reviews these documents and makes changes to their format or style in accordance with standard practices. May also provide informal translations into another official language.
- Maintains the Regional Office financial account (including petty cash records) and prepares payments for external local contracts.
- Performs other related duties as assigned.

**CORE COMPETENCIES**:
**FUNCTIONAL COMPETENCIES**:

- Analysis, Judgement and Decision Making
- Client and Service Orientation
- Innovation and Facilitating Change
- Planning and Organising

**TECHNICAL COMPETENCIES**:

- Practical knowledge of the BDT w