G4 Administrative Assistant Conference Services- 80%

Working under the direct supervision of the Conference Services Officer (CSO), the Administrative Assistant provides a series of services for the Division and, in particular, for the Events Team, including organizational support for IPU Assemblies as well as for other global meetings held in Geneva and in the field, in person as well as in virtual format. 

Responsibilities:

Within delegated authority, the administrative assistant will be entrusted with the following duties:

• Provide support in the organization of meetings, including room reservations, guest/participant lists, invitations, and background documentation.
• Make all arrangements to set-up the Assembly App and ensure its smooth operation. 
• Set-up the Assembly Event Registration Service (ERS), under the supervision of the Conference Services Officer.
• Respond to and coordinate reservations of bilateral and informal meetings’ rooms at Assemblies. 
• Act as the main Focal point for the IPU’s Registration Service, under the supervision of the CSO.
• Supervise the Typing Pool, photocopying and print-on-demand service for delegates at Assemblies.
• Assist in the set-up of the meeting rooms, including the drafting of the Assembly Plenary Hall seating plan.
• Assist in the preparations of the annual Information Seminar on the structure and functioning of the IPU, including preparation of invitations, documents, the list of participants and management of break-out groups.
• Provide logistical support in the organization of the parliamentary meetings held at the UNFCC’s Conferences of the Parties (COP). Prepare draft convocations and other administrative correspondence. Prepare meeting documents and files for staff and participants. Respond to the latter’s organizational queries and, assist in the follow up to these activities.
• Draft standard correspondence and proof read documents in English and French.
• Set-up virtual meetings and ensure their smooth running (tests with interpreters, management of participants, etc.).

Other duties:

• The Administrative Assistant will draft contracts for External Collaborators for the IPU Assemblies and other global events.
• Prepare travel authorization forms and liaise with travel agency. 
• Perform duties as assigned by the Director of the Division and the Conference Services Officer, which are consistent with the role and responsibilities of the position.

The work involves frequent interaction with the following:

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

Results expected: High quality outputs on key issues and speedy delivery of services.

Required 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.

Qualifications:

• Education: High school or equivalent diploma;
• Experience: At least 3 years of work experience in conference services or a similar or relevant field;
• Language: Strong command of both written and spoken English and French.  Knowledge of a third UN language is an advantage;
• Other skills: Fully proficient in Microsoft package, in particular Word and Excel.

Assessment: 

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

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 57’549 (at 80%) commensurate with education and experience. 

Employment policy:

The position will be filled through a local recruitment process that will be open to internal and external applicants.

The IPU is committed to achieving workforce diversity in terms of gender, nationality and culture. Qualified women, individuals from minority groups, indigenous groups, and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidentiality.

English and French are the two working languages of the IPU. From among equally qualified candidates, priority will be given to the applicants from the under-represented regions at the IPU. There will be a probation period of 9 months

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