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Vacancy Announcement No: UPU/17/G5/FT-C/168
Title: Assistant with the Postal Financial Services (PFS) Programme and the POC Secretariat
Grade: G5
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
21 March 2017
Application Deadline:
21 April 2017
Vacancy Filled
Organizational Unit:
Postal Operations Directorate (DOP )
Postal Financial Services
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:
Under the supervision of the Postal Financial Services (PFS) Coordinator and Programme Manager, provide administrative assistance for the activities of UPU bodies related to the POC and the PFS Programme.
1. As an assistant with the Secretariat of the POC and its bodies, the person selected will:
a. Prepare invitations and mailings for the POC sessions and POC Management Committee meetings (prepare draft letters of invitation intended for the member countries, observers and international organizations; verify logistical information (concerning hotels, public transport, etc.) and distribute it to delegates; forward documents to the translation services and follow up on document production and distribution).
b. Coordinate and process visa requests from member country representatives during POC sessions and other meetings outside these periods (maintain contacts with Swiss representations abroad).
- Participate in the planning of meetings of the bodies, and prepare and update meeting programmes.
- Carry out administrative tasks related to the organization of POC activities (prepare and circulate information to secretaries and assistant secretaries of the POC bodies, and to the translation services and other IB directorates - document transmission dates, reminders, etc.); organizer the preparation and dissemination of the PowerPoint presentations for the POC and its groups meetings.
c. Carry out administrative tasks related to the preparation and conduct of meetings of the POC and other related bodies: collate, format, update, edit, and revise document texts; forward them to the translation services, follow up and circulate.
d. Coordinate the production of the main POC publications (Summary Record and Practical Guide), making sure they are updated: contact the heads of the bodies concerned to gather contributions to these publications (assemble, format, edit, and collate the contributions; forward them to the translation services, follow up and circulate).
e. Participate in the preparation and updating of the POC's Rules of Procedure: compile, reword and format texts based on amendments made by member countries and approved by the POC. Ensure that they are circulated.
f. Participate in the work of the POC and its bodies as it relates to preparations for Congress. Carry out the material preparation of documents and proposals related to the PPS Agreement and Regulations, POC Rules of Procedure, etc.
g. Prepare and maintain the databases managed by the Postal Financial Services Programme (PFSP) concerning POC members and bodies (contact lists, etc.).
h. Manage the POC and PFSP paper and electronic archives.
2. As an assistant with the PFS Programme, the person selected will:
a. Participate in the work of the PFS Programme Secretariat (text processing, drafting and formatting letters, circular letters, faxes, questionnaires and circulars, collating documents and mission reports. Forward them to the translation services).
b. Circulate letters of invitation to Committee 3 groups and forums and workshops, and follow up on correspondence relating to such letters.
c. Participate in the preparation of publications (PPS Agreement, Regulations and Manual), and assist the manager in drawing up and updating the publications.
d. Prepare and maintain files and manage the programme archives.
3. As an assistant with the joint regional projects the person selected will:
a. Assist the project manager in drafting correspondence, preparing invoices, collating reports and preparing budget statements.
b. Forward and circulate all correspondence and reports to the countries concerned by the projects.
c. Provide administrative follow-up of files concerning regional projects and other projects.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Secondary school education or vocational training as a management-level secretary or assistant, or the equivalent |
Experience:
Four years' experience as a secretary and administrative assistant in an international environment (experience in the financial sector would be an advantage).
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Technical knowledge:
- Very good knowledge of secretarial practices and experience in organizing international meetings.
- Ability to draft internal messages and external correspondence.
- Knowledge of office software tools (Word, PowerPoint, Adobe, Excel and Outlook).
- Experience in taking minutes and in re-reading and editing documents in French or English.
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Skills and abilities / competencies:
- Autonomy in daily duties.
- Sense of initiative.
- Flexibility.
- Ability to work under stress and to manage priorities.
- Oral and written communication skills.
- Practical sense.
- Ability to work with different nationalities.
- Thoroughness and attention to detail.
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Language skills:
French is the official language of the UPU. English and French are the working languages of the UPU International Bureau. For this post, proficiency in English or French is required. Knowledge of the other language would be an advantage. Training will be mandatory in order to acquire the required level of the second language in a reasonable time frame.
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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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Annual salary:
(Net of tax)
73,876 CHF
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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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