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Vacancy Announcement No: UPU/16/G5/ST/145
Title: Assistant
Grade: G5
Type of contract: Short Term Appointment
Duration: a total of 11 months
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Publication Date:
10 May 2016
Application Deadline:
23 May 2016
Vacancy Filled
Organizational Unit:
Development Cooperation Directorate (DCDEV)
Africa and LDCs (PAF) (50%) and Sustainable Development, Financial Inclusion, Resource Mobilization and Disaster Risk Management (PARFISD) (50%)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: As soon as possible
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Organizational Context:
Please note that this is a locally-recruited position, restricted to Swiss nationals and/or legal residents of Switzerland.
With its 192 member countries, the Universal Postal Union (UPU), a specialized agency of the United Nations, is the primary forum for cooperation between postal sector players. It helps to ensure a truly universal network of up-to-date products and services.
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Main duties:
Assist the Coordinator (CO) or Program Manager (PM) and the Regional Expert (ER) in their responsibilities related to the implementation of technical cooperation projects in the geographical region concerned; assist the regional project coordinators by managing their files and making information available to them, and perform routine administrative tasks.
1.1 Administrative support associated with the implementation of technical cooperation projects
- Assist the CO-PM/ER:
a. Prepare the documents associated with the projects;
b. Prepare the reports on the financial status of projects and their implementation;
c. Take part in the review of various financial documents according to the line manager's instructions.
- External/internal consultants' missions:
a. Prepare recruitment files;
b. Perform administrative and financial tasks (cost estimates, travel formalities, end-of-mission accounts, etc.);
c. Format and distribute meeting reports.
- Perform administrative and financial tasks with respect to individual and/or group fellowships (monitoring of costs and bills and liaising with the UNDP);
- Prepare request for purchasing equipment.
1.2. Traditional secretariat
- Manage the program's flow of correspondence and draft certain documents according to the International Bureau's standards;
- Make logistical arrangements for meetings (invitations, documents, meeting room reservations, etc.);
- Manage and keep up to date the program's various databases (projects, budget information, statistical data shared with other directorates) and mail flows, etc;
- Translate on request internal notes and documents;
- Submit documents for translation, liaising with the various logistics services (production, dispatch, etc.);
- Locate, prepare and keep up to date the program's documents;
- Manage and update information in the country sheets;
- File and archive paper and electronic documents;
- Give administrative support to other programs within DCDEV.
2. Work relating to the Regional Project Coordinators for the region concerned
- Manage the files relating to their missions;
- Coordinate the logistical aspects of their missions;
- Prepare their missions accounts.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Achieved secondary-level studies (CFC or similar) with secretarial or commercial or other related training. |
Experience:
A minimum of four years' experience as an assistant. Experience in an international environment would be an asset. |
Technical knowledge:
- Sound knowledge of documents presentation and formatting techniques.
- Excellent writing skills in English and in French.
- Sound knowledge of office software tools (Outlook, Word, Excel, Power Point), MS-Project.
- Sound knowledge of project management tools and procedures.
- Sound knowledge of procedures for project financial management and reporting.
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Skills and abilities / competencies:
- Ability to work independently and as part of a team.
- Ability to organize and manage priorities.
- Adaptability and flexibility.
- Ability to work in a multicultural environment, ethical awareness.
- Discretion and tact.
- Communicator.
- Awareness of results and costs.
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Language skills:
Proficiency in English and in French.
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Additional Information:
Candidates must ensure that they provide relevant contact details so that they can be contacted at any time, to prevent them from being excluded from the selection process.
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Monthly salary:
(Net of tax)
6,258 CHF
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Applicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening. |
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| The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
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Please note that all candidates must complete an on-line application form.
All applications must be received by the closing date as stated in the vacancy announcement.
Only candidates under serious consideration will be contacted. |
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Applications from women and member states are particularly encouraged.
The UPU promotes diversity and work-life balance. |
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| For further instructions regarding the online application process, please visit the UPU internet page at: https://upu.int/en/Universal-Postal-Union/Careers |
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Vacancy Filled |
This vacancy is shown for viewing only. It is not currently open for applications
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The UPU has a smoke-free environment
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