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 applies a zero-tolerance policy against all forms of harassment. ITU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply to become a part of the organization. Achieving gender balance is a high priority for ITU.
Administrative Assistant
Vacancy notice no: 2417
Sector: TSB
Department: SED
Country of contract: Ethiopia
Duty station: Addis Ababa
Position number:
Grade: G5
Type of contract: Short-term
Duration of contract: 6 months
Recruitment open to: External
Application deadline (Midnight Geneva Time): 17 November 2026
ORGANIZATIONAL UNIT
The Telecommunication Standardization Bureau (TSB) fulfills the objectives of the Union relating to telecommunication standardization, by providing secretariat support to groups studying technical, operating and tariff questions and facilitating the adoption of Recommendations in these areas with a view to standardizing telecommunications and information technology on a global basis. In order to achieve these objectives, the Telecommunication Standardization Bureau works in accordance with the instructions of the World Telecommunication Standardization Assemblies (WTSA), Telecommunication Standardization Study Groups and the Telecommunication Standardization Advisory Group. TSB, headed by an elected Director, provides the technical, administrative and logistic support for the assemblies and for the meetings of the groups mentioned.
Within the Telecommunication Standardization Bureau (TSB), the Strategic Engagement Department (SED) is responsible with leading the Bureau's community engagement, marketing, and communications efforts, including pioneering “emerging technologies” initiatives like the annual AI for Good Global Summit, and utilizing innovative tactics for membership recruitment and business development to establish ITU-T as an agile, forward-looking, and innovative standardization platform. The Department is also responsible for the Bureau's, academic initiatives and the ITU Journal, a periodical dedicated to research topics in telecommunication and ICT.
DUTIES AND RESPONSIBILITIES
In the Strategic Tech and Academia Initiatives (STAI) Division, within the Strategic Engagement Department (SED) of the Telecommunication Standardization Bureau (TSB), under the supervision of the Head of the STAI Division and in close collaboration with the ITU Journal and ITU-T Academia Coordinator, the duties to be performed are as follows:
- Provide administrative support to the Head of the Strategic Tech and Academia Initiatives Division to facilitate the effective functioning of the Division.
- Manage calendars, coordinate meetings and draft related invitation letters and memoranda to support the timely organization of the Division’s activities.
- Prepare routine administrative correspondence, including invitation letters; format documents, reports, tables and presentations; generate administrative reports from existing and readily available information; conduct administrative quality reviews of documents; and set up and maintain systems to track and log information and data.
- Assist in coordinating logistics for visits, meetings, conferences and other events, and prepare and assemble related materials and documents to support their effective organization.
- Provide administrative support to the Study Groups and Policy Department (SPD) and to the Strategic Engagement Department (SED) for the preparation of travel requests for non-TSB staff, including speakers and experts. In collaboration with the Travel Section within the Financial Resources Management Department (FRMD), secure the appropriate approvals, obtain mission cost estimates, provide administrative guidance to SPD and SED staff requesting travel arrangements for experts, coordinate with external speakers for the preparation of their travel authorizations and reimbursement requests, and follow up on internal administrative processes, including with FRMD’s Travel Section or Accounts Division, for the payment of travel expenses.
- Support the year-round organization of the Kaleidoscope academic conference, including logistics, programme materials, collateral materials and the preparation of relevant documents, to contribute to the effective delivery of the conference.
- Support the AI and multimedia authenticity standards collaboration, the AI standards exchange and the AI for Good Lab Initiatives by providing administrative assistance for meetings and activities and supporting website updates.
- Support ITU Journal activities by carrying out administrative and logistical tasks for publications and webinars, assisting with the preparation of visuals and promotional materials, and supporting website updates.
- Perform other related duties as assigned.
CORE COMPETENCIES
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
FUNCTIONAL COMPETENCIES
- Analysis, Judgement and Decision Making
- Client and Service Orientation
- Innovation and Facilitating Change
- Networking and Building Partnerships
- Planning and Organising
TECHNICAL COMPETENCIES
- Ability to maintain accurate administrative records, trackers and related information and data.
- Strong communication and interpersonal skills, with the ability to coordinate effectively with internal and external contacts.
- Advanced computer skills, including proficiency in Microsoft Office applications, particularly Word, Excel, Outlook and PowerPoint.
QUALIFICATIONS REQUIRED
Education:
Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with ten years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.
Experience:
At least five 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.)
Relevant experience in travel and administrative tasks would be considered an advantage.
Languages:
Knowledge of English at an advanced level. Knowledge of other official languages of the Union (Arabic, Chinese, French, Russian, Spanish) would be an advantage.
ADDITIONAL INFORMATION
According to ITU Staff Regulations and Rules, appointments to posts in the General Service category are subject to local recruitment conditions.
INFORMATION ON RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the ITU career website. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. ITU uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. Messages originating from a non ITU e-mail account - @itu.int - should be disregarded. ITU does not charge a fee at any stage of the recruitment process.
