EXECUTIVE ASSISTANT TO THE SECRETARY GENERAL (Grade G5) , Geneva

Organizational Setting and Reporting Relationships: Reporting to the Secretary General, the Executive Assistant coordinates the activities of the Secretary General and provides administrative support as required. Accountabilities: The specific duties of the Executive Assistant are as follows: • Manage the Secretary General's agenda; make appointments on behalf of the Secretary General and maintain a diary of such appointments; prepare monthly calendar of events, Secretary General’s missions and visits to headquarters by parliamentary delegations; keep the Secretary General abreast of all engagements and other business; inform the staff about the Secretary General’s official engagements, missions and absences; resolve scheduling conflicts. • Relay information between the Secretary General and the staff (in both directions). Manage a bring forward system and ensure that work given to staff members is delivered within the assigned time frame. • Channel mail to and from the Secretary General: check that correspondence passed on for the Secretary General’s signature is in order, editing where necessary. • Draft correspondence for the Secretary General’s signature in English and French. Process correspondence in Spanish as dictated by the Secretary General. • Establish a filing system and maintain files on matters closely followed by the Secretary General; obtain and assemble information relevant to such matters from records kept by the different services of the Secretariat and from outside; prepare briefing files for the Secretary General and the President of the IPU; prepare files for the Secretary General’s missions. • Attend to travel arrangements for the Secretary General’s missions, including itineraries, accommodation, visas etc. In the case of Executive Committee meetings held in Geneva, attend to all practical arrangements for Committee members, including hotel accommodation, receptions and protocol matters. • Assist the Secretary General at sessions of the Executive Committee and Governing Council, and at other statutory events and specialized meetings. • Organise bilateral meetings between the Secretary General and dignitaries. • Provide assistance to the President of the IPU, maintain liaison between him and the Secretary General. • Assist the Secretary General in preparing the agenda and other administrative documents for the Executive Committee and Council. • Act as Secretary to Senior Management Meetings; write records of the same. • Other such duties as assigned by the Secretary General and consistent with the overall responsibilities of the position.

Please see our website for completed information http://www.ipu.org/finance-e/vacancy.htm

How to apply:

Employment Policy This position will be filled through an international recruitment process that will be open to internal and external applicants. Deadline for applications Applications should be addressed to the Director, Support Services Inter-Parliamentary Union 5, chemin du Pommier Case postale 330 CH-1218 Le Grand-Saconnex, Switzerland Tel: 41 22 919 4150 Fax: 41 22 919 4160 E-mail: postbox@mail.ipu.org Applications should be received on or before 31 January 2013. In order to ensure prompt and efficient processing of your application, you are required to provide the IPU Job application form (available on the IPU web site) along with your resume, a detailed covering letter written in English explaining how you meet each of the requirements of the position with concrete examples.