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.
Fellowship Administrative Coordinator
Vacancy notice no: 2106
Sector: BDT
Department: DDR
Country of contract: Switzerland
Duty station: Geneva
Position number: TD02/G6/342
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): 2 September 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 Office of the Deputy to the Director and Operations Coordination Department (DDR) are responsible for ensuring operation readiness and providing support for the functioning of the Regional Offices and Geneva HQ, especially the implementation of projects and programmes. Functional areas, such as meetings, fellowship and IT support reports to this Department. The unit for special attention in all aspects related to LDCs, LLDCs and SIDs is the responsibility of this Department. The Deputy to the Director is responsible for assisting and advising the Director in the direction and management of the Bureau including on all questions related to personnel, financial and operational planning process. The Department is responsible for leading the operational planning and implementation support, within the framework of the Action Plan. The Department is also responsible for coordinating conferences and events, editorial works and documentation control, monitoring the implementation of decisions emanating from ITU and BDT governing bodies, including TDAG, Council, Conferences and Assemblies of the other Sectors on matters of relevance to BDT. The Department is responsible for coordination of the Bureau's cooperation with other Sectors and General Secretariat.
ORGANIZATIONAL CONTEXT
This position is under the daily supervision of the Fellowship Officer who reports to the Chief, DDR. The role of this post is to coordinate the processes of fellowship awards. The post requires the ability to prioritize tasks and to organize work independently based on general guidance from the supervisor.
DUTIES AND RESPONSIBILITIES
To this extent, the incumbent performs the following duties:
- Initiates action to reorganize individual fellowship programmes including fellowships under special agreements, ascertaining budgetary allocation, carrying out prospection of suitable training opportunities, preparing related correspondence and negotiating training fees.
- Ensures conformity of various documents (Invitation and circular letters, fellowship request forms, etc.) and procedures (respect of the Service Order and of the Resolution governing the Fellowships).
- Coordinates budget control in collaboration with the Financial Resources Management Department and provides information for the preparation of commitments in the APS and SAP systems.
- Prepares financial estimates for specific events to ensure the funding of fellowships activities for these events.
- Organizes delegates’ travel with UNDP Office or the ITU Travel Section; issues accurate travel plans, payment and reporting instructions to the Fellows before departure; coordinates air-ticket issuance and Daily Subsistence Allowance (DSA) payment, maintains ongoing contact (i.e. email and telephone) with supervising host authority throughout the programme; maintains up-to-date information and carefully monitors fellowship-related costs.
- Coordinates the requests for visas necessary for fellowships (including transit within Schengen and host country visas). This includes preparing and reviewing applications, liaising, and troubleshooting where necessary, between all relevant Embassies, Consulates, Missions, Administrations and other parties concerned.
- Organizes, with insurance companies, for medical and accident insurance coverage of fellows and follows up/takes action on all related administration, including reception, review and presentation of claims.
- Coordinates with the departments/bureaus of the ITU the award of fellowships for group training activities by issuing relevant travel instructions, following up on fellows' travel claims, making final payments and settling outstanding bills with host authority.
- Compiles data and prepares regular statistical reports for management from the Fellowships database; utilizes data to prepare and circulate Fellowship Notifications, along with estimated costs, to budget control staff in the Sector concerned, the Human Resources Management Department, Financial Resources Management Department and any ITU Units concerned.
- Proposes improvement to procedures (information systems, work processes, travel arrangements, automatization of processes, fellowship forms, etc.).
- Performs any other related activities as assigned by the supervisor.
CORE COMPETENCIES
Applying Expertise; Effective Communication; Learning and Knowledge Sharing; Organizational Commitment; Results-Focused, and; Teamwork and Collaboration.
FUNCTIONAL COMPETENCIES
TECHNICAL COMPETENCIES
- Ability to work under pressure and to successfully manage different tasks at the same time.
- Excellent knowledge of Word, Excel and other computerized administrative tools.
- Knowledge of UNDP procedures would be an advantage.
- Diplomacy and confidentiality.
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 thirteen years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.
Experience:
At least eight 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). Good experience in the use of databases, including in the extraction, analysis and presentation of data in reports.
Languages:
Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level. Knowledge of a third official language would be an advantage.
BENEFITS AND ENTITLEMENTS
Annual Salary (Net of Tax)
86,924.- CHF - 115,574.- CHF without dependents.
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 Careers 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.
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.
