ADMINISTRATIVE ASSISTANT - DOCUMENTS CONTROL AND LANGUAGE SERVICES - G4

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

Responsibilities: Within delegated authority, the Administrative Assistant will be responsible for the following:

• Format and proofread letters, reports and other documents, in English.
• Draft standard correspondence and other basic documents in the two languages.
• Draft briefing notes for meetings and assist with the preparation of speeches as required.
• Draft letters of congratulations to newly elected speakers of parliament and coordinate the process of dispatch.
• 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.
• Coordinate the management and updates of historical databases for countries (Source of Truth project).
• 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.

Requirements:

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.

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 58’184 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.

This position will be based at the IPU Headquarters in Geneva with limited short-term travelling, in particular in connection with IPU Assemblies (normally one of them takes place abroad each year). It will be for an initial period of two years, renewable depending on satisfactory performance and availability of funding. There will be a probation period of 9 months.

How to apply

Applications should be addressed to:
Director, Support Services
Inter-Parliamentary Union
5, chemin du Pommier
Case postale 330
CH-1218 Le Grand-Saconnex
(Switzerland)
Tel: +41 22 919 4150
Fax: +41 22 919 4160
E-mail: job@ipu.org

Subject line: Administrative Assistant G4 – Documents Control and Language Services

Applications should be received on or before 31 December 2025. In order to ensure prompt and efficient processing of your application, candidates are required to provide, together with their resume and the IPU job application form (available at: https://www.ipu.org/work-with-us/vacancies), a detailed covering letter explaining how you meet each of the position requirements of the position with concrete examples.

Applicants will be contacted only if they are under serious consideration. Applications received after the deadline will not be accepted.