I. Background

The Permanent Mission of Guatemala to the United Nations and other International Organizations in Geneva requires the support of an Administrative Assistant to strengthen administrative, documentary, and coordination functions, providing direct support to the Head of Mission and accredited diplomatic staff.

II. Objective of the Position

To provide administrative, organizational, and documentary support to the Permanent Mission, ensuring the efficient management of agendas, documentation, correspondence, and coordination of activities related to International Organizations based in Geneva.

III. Duties and Responsibilities

The Administrative Assistant shall perform, among others, the following duties:

1. Manage and keep up to date the agenda of the Head of Mission, coordinating it with the agendas of the diplomatic officials of the Permanent Mission.
2. Support the organization of meetings, official appointments, and institutional activities, including basic logistical preparation.
3. Assist in the drafting, review, and formatting of administrative documents, notes, official communications, and correspondence.
4. Support diplomatic officials in activities related to International Organizations based in Geneva.
5. Receive, file, classify, and index physical and digital documentation entrusted to her/him.
6. Provide administrative follow-up to instructions issued by the Head of Mission and designated officials.
7. Ensure an appropriate internal flow of information, in accordance with established institutional channels.
8. Perform any other related administrative tasks assigned within the scope of her/his functions.

IV. Confidentiality

The Administrative Assistant shall maintain absolute confidentiality and discretion with respect to all information, documents, correspondence, and official conversations to which she/he has access in the performance of her/his duties. This obligation extends to sensitive, restricted, or private information of diplomatic officials and shall remain in force even after the termination of the contractual relationship

V. Working Hours and Dedication

The working schedule shall be 4 hours per day, from Monday to Friday, equivalent to 50% of a full-time position.

The specific schedule shall be agreed upon by mutual consent, in accordance with service needs.

VI. Contractual Modality and Fees

Services shall be provided under a professional/administrative services modality, without constituting an employment relationship.

Remuneration shall be established on an hourly basis, in accordance with the terms set forth in the corresponding contract or administrative act.

Payment shall be made by bank transfer, upon submission and validation of the corresponding report of hours worked.

Social Security Contributions: In accordance with applicable Swiss regulations and the special legal regime applicable to Permanent Missions, the Mission shall not be responsible for the payment of social security contributions. Where applicable, such contributions shall be the sole responsibility of the service provider, in line with their legal status (Swiss national, holder of a valid residence permit).

VII. Duration

The contract shall be for a fixed term, as established in the administrative instrument to be executed, and may be renewed by mutual agreement of the parties.

VIII. Required Profile

Education:

Studies in administration, secretarial studies, international relations, or related fields.

Experience:

Previous experience in administrative functions, preferably within institutional, diplomatic, or international organization environments.

Core Competencies and Skills:

Proven organizational, analytical, and problem-solving skills.

Ability to prioritize competing demands, demonstrate sound judgment, and adapt work plans to changing needs and additional requirements.

Ability to work independently and manage time effectively, including in blended office/home-based and virtual working arrangements

Strong sense of responsibility, discretion, and attention to detail.

Technical Skills:

High proficiency in the use of Microsoft Office applications, including Word, Outlook, Teams, PowerPoint, Excel, and SharePoint.

Languages:

Fluency in Spanish required.

Fluency in English required.

Fluency in French required.

Work Authorization:

Swiss citizenship or a valid work permit for Switzerland at the time of application is required.

Starting as soon as possible.