Consultancy - Administrative Assistant for Documents Control and Language Services

The Inter-Parliamentary Union (IPU) is the global organization of parliaments. It was founded in 1889 as the first multilateral political organization in the world, encouraging cooperation and dialogue between all nations. Today, the IPU comprises 178 national Member Parliaments and 14 associate members. We promote democratic governance, institutions and values, working with parliaments and parliamentarians to articulate and respond to the needs and aspirations of the people. We work for peace, democracy, human rights, gender equality, youth empowerment, climate action and sustainable development through political dialogue, cooperation and parliamentary action.

Organizational Setting and Reporting Relationships: 

Working under the direct supervision of the Senior Assistant responsible for the Documents Control Service, and the Senior Revisers, the Consultant provides secretarial and administrative support for the Division for Member Parliaments and External Relations and in support of IPU Assemblies and other statutory bodies as required.

Deliverables:

Within delegated authority, the Consultant will: 

• Manage incoming editing, translation, proofreading and interpretation requests, and enter details of new jobs into work log spreadsheets.
• Send and receive files to/from freelance translators.
• 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.
• Format and edit documents drafted by others; proofread and cross-check documents.
• Provide secretarial and administrative support services to the Documents Control Service, as well as for the IPU Assemblies and some specialized meetings.
• Review and correct the information in the online Event Registration System (ERS) back-end.
• Respond to registration-related queries from delegation coordinators.
• 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

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

Contract length: The consultancy is for the period of 1 March to 31 December 2023.

Remuneration: The consultancy is being offered at CHF 310 per day.

Required competencies:

• Education: High school or equivalent diploma

• Language: A perfect command of written and spoken English and basic knowledge of French, other UN languages an advantage.

• Experience: At least 2 years of work experience in a similar or relevant field.

• Other skills: Fully proficient in Microsoft package, in particular Word and Excel

Status of employment

The consultant will have the status of an external collaborator.

Location: the position will be based in Geneva.  However, it is expected that the Consultant will work partially offsite.  When an Assembly is held abroad, the Consultant would be expected to travel to the city where the event is taking place.