Secretary at International Trade Centre

Organizational Unit: Division of Business and Institutional Support, Trade Facilitation and Policy for Business (DBIS/TFPB)

Duty Station: Geneva, Switzerland

Duration: 1 July - 15 September 2015, with possibility of extension

The recruitment process for GS positions is subject to local recruitment regulations.

Responsibilities

Under the overall guidance of the Chief, Trade Facilitation and Policy for Business, and the direct supervision of the Senior Officer, Business and Trade Policy, the Secretary:

• Performs a wide range of office support and administrative functions.
• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the unit's outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings/conferences, etc.
• Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Screens phone calls and visitors; responds to moderately complex information requests and inquiries (e.g. answers requests requiring file search), and as necessary, refers inquiries to appropriate personnel for handling.
• Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences.
• Assists in the maintenance of websites by scanning, converting and posting a variety of documents onto the site.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services.
• Performs general administrative tasks (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications).
• Maintains files (both paper and electronic) and databases for work unit.
• Assists in providing software and office equipment support.
• Provides guidance to less experienced staff on general office processes and procedures, computer applications.
• Performs other duties as assigned.

Education: Complete secondary, technical or commercial school. Must have passed the ITC Microsoft Office Test.

Work Experience: A minimum of three years of experience in general office support.

Knowledge: Familiarity with UN/ITC rules, practices and procedures and previous experience working with IMIS, are desirable.

Languages: Advanced knowledge of English with a working knowledge of French or Spanish. Knowledge of other UN official languages is an asset.

Critical Job-Specific Values & Competencies: All staff members are expected to adhere to the ITC values and competencies, however, the ones indicated below are particularly relevant for this position

Values Integrity Professionalism Respect for Diversity 3 ITC/TVN/32/2015 Core Competencies Communication Teamwork Planning & Organizing Accountability Creativity Client Orientation Commitment to continuous learning Technological awareness

How to apply

Candidates are required to complete an on-line application. To apply, please visit the ITC website at http://www.intracen.org/jobs which provides all related instructions on how to complete the on-line personal history form (PHF). Candidates should also submit a motivation letter.

Important: Applications received after the deadline or not compliant with the instructions will not be accepted.

Only applicants possessing the required qualifications will be taken into consideration. Only the successful candidate will be notified of the outcome of the selection. Applications from women and nationalities from developing and least developing countries are particularly encouraged. Note: Internal fixed-term staff, if selected, may be entitled to Special Post Allowance as per Staff Rule 3.10 ITC does not discriminate on the basis of gender, race, nationality, religion or other social criteria. ITC is fully committed to the implementation of the resolutions of the United Nations General Assembly for gender mainstreaming and applications from qualified women and men are equally welcome.