Bilingual Assistant, Documents Control, Division for Member Parliaments and External Relations (G4)

Organizational setting and reporting relationships

The IPU is the global organization of national parliaments. It was founded more than 130 years ago as the first multilateral political organization in the world, encouraging cooperation and dialogue between all nations. Today, the IPU comprises 179 national Member Parliaments and 13 regional parliamentary bodies. It promotes democracy and helps parliaments become stronger, younger, gender-balanced and more diverse. It also defends the human rights of parliamentarians through a dedicated committee made up of MPs from around the world. Twice a year, the IPU convenes over 1,500 parliamentary delegates and partners in a world assembly, bringing a parliamentary dimension to global governance, including the work of the United Nations and the implementation of the 2030 Agenda for Sustainable Development.

Working under the direct supervision of the Senior Assistant responsible for the Documents Control Service, the incumbent provides secretarial, clerical and administrative support services, including record-keeping and correspondence, for the Division and in support of IPU Assemblies and other statutory bodies as required.

Accountabilities

The specific duties of the Secretary are as follows:

• Take minutes and keep records of meetings as required.
• 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, clerical and administrative support services to the Documents Control Service and the Division, as well as for the IPU Assemblies and some specialized meetings (PCWTO, Climate Change, etc.).
• Assist the head of the Documents Control Service during Assemblies.
• Scan documents and convert electronic files from one format to another; receive and distribute documents by hard copy and email.
• Maintain an established filing system for the Documents Control Service in hard copy and on server. Keep or destroy files in accordance with an approved retention schedule. Conduct triage and cataloguing of documents prior to archiving.
• Provide support to the officer-in-charge of the Archives in streamlining the organization of, and access to, the IPU archives in order to implement a digitization system.
• Maintain an electronic database of the Member Parliaments' contact details and help manage an institutional CRM (client relationship management) system.
• Provide support in the development and management of a new online database, with a focus on IPU Groups and Working Committees, and, once this database is operational, ensure its day-to-day updating, including information gathering and verification as well as physical data entry.
• Create and update mail merges for circular letters and various documents to be distributed to all parliaments.
• Provide support to ensure the smooth running of the Assembly App in posting documents and other practical information.
• 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:

• Staff of the Division for Member Parliaments and External Relations
• Staff of the IPU Secretariat
• Members of Delegations

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 working 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 and other software. Advanced IT skills.
• 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.

Qualifications

Education: High school or equivalent diploma.

Experience: At least three years’ experience in secretarial activities, of which preferably at least one year in an international organization, particularly in relation to the processing of correspondence and documents and the use and maintenance of an electronic filing system.

Language: Excellent knowledge of French (mother tongue) and English in order 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: Excellent knowledge of Microsoft Office, and good word-processing speed

Duties applicable to all staff

Actively work towards the achievement of the IPU’s strategic objectives. Perform any other work-related duties and responsibilities that may be assigned by the Secretary General.

Compensation

The Inter-Parliamentary Union offers an attractive salary and benefits package comparable to that of other international organizations headquartered in Geneva. The net salary for this position starts at CHF 68’740 commensurate with education and experience.

Employment policy

This position will be filled through a local recruitment process that will be open to internal and external applicants. From among equally qualified candidates, preference will be given to the under-represented sex and persons from countries not represented in the Secretariat.

This position will be based in Geneva and will require frequent travelling. It will be for an initial period of two years, renewable depending on satisfactory performance and availability of funding.