Study Group Assistant

ORGANIZATIONAL CONTEXT

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 technical, administrative and logistic support for the assemblies and for the meetings of the groups mentioned.
The Study Groups and Policy Department (SPD) is responsible for facilitating, managing and supporting the work of the ITU-T study groups in the development of global telecommunication standards (ITU-T Recommendations) and other documents and databases related to standardization. It provides the counsel and secretariat for the Sector's study groups, focus groups and other ad hoc groups. Particular attention is given to "Bridging the Standardization Gap", i.e., to strengthen the participation of developing countries in the standards making process. The Department maintains close relations with the ITU Radiocommunication and Telecommunication Development Sectors and takes part in their work as required. Likewise, it cooperates with other global standards organizations such as ISO and IEC as well as recognized industry forums and consortia.

DUTIES AND RESPONSIBILITIES

The Study Group Assistant provides administrative and logistical support to the work of the secretariat under the supervision of the Study Group Advisor responsible for the supervision and coordination of the Study Group Administrative Assistants, and in close collaboration with the Counsellor(s) responsible for one or more specific study group or other working group. To this end, the duties to be performed are as follows:

• Provides support to ITU-T Members and meeting participants; registers and processesdocuments for meetings, including TSB Circulars and Collective Letters. Publishes formal andinformal documents (Contributions, TDs, working documents, Liaison statements, draftRecommendations, etc.) using DMS/gDoc.2, SharePoint, the Work Programme database andinformal FTP area.
• Assists in preparing meeting reports. In coordination with the Translation service, alignsdocuments in the six official languages of the Union when needed. Ensures that the latestinformation is available between and during meetings via the ITU website.
• Assists meeting participants in accessing electronic documents and remote participationsystems.
• Assists with editorial work in preparation of ITU-T publications; prepares new/revisedRecommendations, Supplements, amendments and corrigenda for prepublication andediting.
• Processes other publications to their final versions. Where necessary, ensures alignment between publications in the six official languages of the Union.
• Provides advice, suggestions and secretarial and administrative services to the Counsellor, ITU-T Members and meeting participants; captures and processes texts, drafts letters as directed. Provides statistical reports and lists of specific documents before and after meetings. Processes questionnaires; examines, registers and publishes replies.
• Answers queries, receives and assists visitors. Maintains lists/details of meeting participants and other contacts. Keeps up to date the electronic and physical filing of the study group or other working group.
• Coordinates logistical support for virtual meetings and other meetings held away from the duty station, including liaising with the host organization(s).
• Provides feedback on tools and processes for their improvement as necessary.
• Performs other duties as required, including replacing staff in a similar function during absences and performing administrative support for ITU-T Assemblies.

CORE COMPETENCIES

Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.

FUNCTIONAL COMPETENCIES

TECHNICAL COMPETENCIES

Knowledge of computer applications for Word and data processing, web publishing/content management, email and office automation. In addition, knowledge of specialized ITU tools and applications would be an advantage (gDoc.2/DMS, Work Programme, DPM, MyMeetings, etc.).

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. Completion of the ITU-T A.1 online training course would be an advantage.

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.) Experience in the use of computer equipment for Microsoft Office applications (e.g. Word, Excel, PowerPoint, Internet applications and Access databases).

Languages:

Knowledge of English at 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.