Consultancy: Administrative Assistant Documents Control and Language Services 80%

Working under the direct supervision of the Senior Assistant responsible for the Documents Control Service, the incumbent provides secretarial and administrative support for the Division and in support of IPU Assemblies and meetings of other statutory bodies as required.

Accountabilities: The specific duties of the Administrative Assistant are as follows:

• Format and proofread letters, reports and other documents, including statistical tables, in English and French.
• Draft standard correspondence and other basic documents in the two languages.
• Edit documents drafted by others; proofread and cross-check documents; correct correspondence and other documents for format, spelling and grammar.
• Assist professional staff in the preparation of documents related to Assemblies, specialized meetings, seminars, etc.
• Provide secretarial and administrative support services to the Documents Control service and the Division, as well as for IPU Assemblies and some specialized meetings. 
• Maintain an established filing system for the Documents Control service in hard copy and on the server. Keep or destroy files in accordance with an approved retention schedule. Effect triage and cataloguing of documents prior to archiving.
• Take minutes and keep records of meetings as required.
• Maintain and update the Division's records and databases relating to Membership.
• Support archiving of official IPU documentation.
• Create and update mail merges for circular letters and various documents to be distributed to all parliaments.
• Provide support to IPU Language Services: Process monthly invoices from freelance resources and verify them against work logs, obtain approval from budget-holders and transfer to Support Services Division for payment.
• Assist the Senior Language Revisers with management of incoming editing, translation, proofreading and interpretation requests, including sending and receiving files to/from freelance translators.
• Other such duties as assigned by the Director of the Division and the head of the Documents Control Service and consistent with the role and responsibilities of the position.

Work implies frequent interaction with the following:

• Division for Member Parliaments and External Relations
• Secretariat staff in general
• Parliamentary staff and members of parliament

Expected results

Fulfil all duties required to ensure that the Division Director receives efficient and well-informed support in all activities he/she undertakes on behalf of the IPU. This demands political tact, sensitivity and discretion in handling a wide range of matters, including those of a confidential nature. It also requires a sound knowledge of the functioning of the IPU and its activities, continuous flexibility and an ability to work under pressure.

Competencies:

• Professionalism: Basic knowledge of the IPU's policies, procedures and practices and programme; knowledge of administrative procedures.
• Planning and organizing:  Demonstrate organizational skills; ability to handle a large volume of work in an efficient and timely manner; ability to handle multiple tasks simultaneously. 
• Communication: Ability to write in a clear and concise manner and to communicate orally. 
• Technological awareness: Proficiency in office applications. Advanced IT skills would be an asset.
• Teamwork: Good interpersonal skills; ability to work both independently and as part of a team; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. 
• Commitment to continuous learning: Initiative and willingness to learn new skills. 

Required experience and qualifications: 

Education: High school or equivalent diploma.

Experience: At least two years’ experience in a similar or relevant field.

Language: Excellent knowledge of English (mother tongue, principal language for proofreading) and good knowledge of French (able to draft standard correspondence, transcribe from dictation, correct spelling and grammar, and answer enquiries). Good working knowledge of Spanish would be an asset.

Other skills: Fully proficient in Microsoft Office software, in particular Word and Excel.

Time frame and employment conditions:

The consultant will undertake this work over a timeline commencing in June 2024 and concluding end of December 2024. The consultancy is being offered at CHF 365 per day. The consultancy may be renewed, based on availability of funds and satisfactory evaluation of work.

The Consultant will be an independent contractor, will not be considered to be an official or employee of the IPU, and will not be subject to the IPU Staff Regulations and Staff Rules. The Consultant will not be entitled to recover from the IPU any income tax payable in respect of the fee provided under this contract and shall be solely liable for the payment of any national income tax due in respect of the emoluments payable under this contract. The Consultant will not be included in the IPU pension scheme.