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Vacancy Announcement No: UPU/16/G5/ST/147
Title: Quality of Service Fund (QSF) Assistant
Grade: G5
Type of contract: Short Term Appointment
Duration: Six months
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Publication Date:
22 June 2016
Application Deadline:
19 July 2016
Vacancy Filled
Organizational Unit:
Development Cooperation Directorate (DCDEV)
QSF Project (FAQS - PROJ)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: 1 September 2016
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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:
Administer Quality of Service Fund (QSF)-funded projects under the QSF Programme and related rules and regulations and provide administrative support to the QSF Secretariat. Implement and monitor activities related to these projects in the assigned regions.
1. Implementation of QSF projects
1.1. Tasks related to QSF project management
- Analyze and review global project proposals, in terms of context, content and compliance with rules and procedures;
- Advise and guide designated operators (DOs) on how to improve preparation of/draft their project proposals;
- Prepare summaries of project proposals for the QSF Projects Programme Manager;
- Present documents to the Board of Trustees at the request of the QSF Projects Programme Manager;
- Inform DOs of the status of their files (approved, postponed or rejected);
- Analyze inception, interim and final reports for each project and, if necessary, contact DOs, consultants, restricted unions and regional coordinators for additional information;
- Analyze results of calls for tenders in cooperation with the DCDEV's procurement unit, as well as accounting documents related to payments;
- Analyze information received on the progress of projects. Identify problems and propose solutions in terms of equipment, timetables, budgets and procedures, and submit those solutions for approval;
- Analyze project change requests received;
- Authorize and keep track of regional payments to be made, in accordance with the incumbent's delegated responsibilities;
- Arrange for QSF Finance to analyze accounting documents. Ensure that deadlines are met and verify financial audits prepared;
- Prepare summaries of final project reports for the QSF Project Manager according to the model;
- Organize and coordinate evaluation missions;
- Study project evaluation reports and, if necessary, contact the regional coordinator or consultant;
- Take part in meetings with QSF national/regional/global coordinators during official meetings and training activities;
- Identify projects eligible for a QSF award and submit them to the QSF Projects Programme Manager for the approval of the Board of Trustees.
1.2. Activities related to Board of Trustees meetings
- Coordinate the logistical organization of meetings of the Board of Trustees at the International Bureau and abroad one to four times per year, and help prepare the related documents;
- Participate in meetings (taking notes for the preparation of meeting documents and reports) and present/comment on proposals or final reports at the request of the QSF Projects Programme Manager, both in Switzerland and abroad.
1.3 Activities related to training and seminars
- Promote the Trainpost QSF course and help update it;
- Coordinate the logistical organization of QSF training seminars at the International Bureau and abroad (with host DOs and restricted unions);
- Coordinate the organization of the annual QSF information seminar at the International Bureau;
- Work with the DCDEV Operational Coordination and Asia-Pacific Regional Programme to make travel arrangements for fellows from least developed countries;
- Under the supervision of the QSF Project Manager, train DOs/restricted unions (either in groups or individually) on the QSF rules and procedures.
2. Information for regional coordinators
- Provide copies of notifications and correspondence for projects in the regions concerned;
- Inform experts, consultants and regional coordinators of the logistical arrangements and internal procedures for the measurement and evaluation of QSF projects in terms of specific project objectives.
3. QSF Secretariat
- Manage the flow of correspondence; prepare and sign certain letters (with due authorization);
- Provide administrative assistance for the updating and revision of the QSF Practical Guide;
- Manage and update the project database;
- Help prepare QSF documents for submission to the Postal Operations Council.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Completed secondary school (administrative/secretarial and commercial training, for example Swiss CFC or similar). |
Experience:
Four years' experience in managing project files or similar experience. Postal operations experience and experience in an international environment would be an asset. |
Technical knowledge:
- Sound knowledge of document presentation and formatting techniques.
- Good writing skills in English or French.
- Thorough knowledge of standard office software tools.
- Sound knowledge of project management tools and procedures.
- Sound knowledge of procedures for project financial management and reporting.
- Knowledge of or experience in database use.
- Public speaking and presentation skills
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Skills and abilities / competencies:
- Ability to work independently and as part of a team.
- Ability to organize and manage priorities.
- Capacity for analysis and synthesis.
- Ability to work in a multicultural environment, ethical awareness.
- Adaptability and flexibility.
- Good communication skills, courtesy, tact.
- Awareness of results and costs.
- Public speaking skills.
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Language skills:
Proficiency in English or French. Knowledge of the other language would be an advantage.
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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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