TERMS OF REFERENCE

Position: Administrative Assistant (100%)

Modality: Service Contract

Workload: Full-time – 8 hours per day, Monday to Friday

Duty Station: Permanent Mission of Guatemala to the United Nations and other International Organizations in Geneva, Switzerland

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.
9. 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

IV. Working Hours and Dedication

The working schedule shall be 8 hours per day, from Monday to Friday, equivalent to 100% full-time position.

V. Contractual Modality and Fees

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

Local employees who are Swiss nationals or holders of a valid B or C residence permit are personally responsible for their affiliation and contributions to the Swiss social security system (AVS/AI/APG/AC/Family Allowances), in accordance with applicable Swiss regulations.

Applicants must therefore hold a valid Swiss work and residence permit at the time of application and throughout the duration of employment.

Health insurance is mandatory for persons permanently residing in Switzerland and must be arranged individually by the employee. Employees are also individually responsible for fulfilling their tax obligations with the Swiss tax authorities.

Please note that the Mission is not required to contribute as an employer to the above-mentioned social insurance schemes.

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.

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.

Knowledge of French is considered an asset.

Legal Status:

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

1. How to Apply

Interested candidates should submit their application by email to onusuiza@minex.gob.gt

Applications must include:

A cover letter describing the candidate’s motivation and relevant experience for the position.

A concise curriculum vitae (CV).

Applications should be submitted in Spanish within the deadline established by the Mission.