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.