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Vacancy Announcement No: UPU/17/G3/FT-C/171
Title: Assistant, English Typing Pool 60 %
Grade: G3
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
4 April 2017
Application Deadline:
4 May 2017
Vacancy Filled
Organizational Unit:
Logistics Directorate (DL)
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:
1. Prepare internal and external documents for publication, in accordance with the organization's standards, by:
- accessing and sourcing working documents through the Pegasus system;
- entering changes indicated by the translator/editor and checking the manuscript against the original to ensure accuracy and consistency;
- transferring content of documents and publications to official IB templates;
- formatting texts in accordance with IB standards, verifying page numbers, headings, tables of contents, etc., checking the layout of documents against the original manuscripts;
- solving formatting problems, through an in-depth knowledge of word-processing tools (Microsoft Word, PowerPoint and Excel);
- liaising with translators/editors and graphic designers to resolve queries;
- managing the archiving process (renaming, replacing and updating of files; completion of titles; archiving.);
- uploading of documents into the Pegasus system (correct insertion of titles, document numbers, all annexes and replacing all files if necessary);
- uploading English documents prepared for the Union's bodies to the online database;
- creating new English templates and updating existing ones;
- as required, transcribing texts from audio recordings.
2. Perform proofreading of formatted documents to ensure quality and accuracy by:
- checking that the final text corresponds to the original text in terms of page and paragraph numbers, headings, table of contents, graphics, spelling and ensuring consistency with the in-house style guide, etc.;
- ensuring that annexes and references are correct, and that annexes are attached.
- submitting documents (manuscript and formatted version) for final proofreading.
3 Resolve queries from IB staff (authors and their colleagues) to facilitate effective communication among departments by:
- informing requesters of document status and location;
- helping to fix formatting problems in their documents.
4. Ensure (on a rotating basis) the smooth running of the service in the absence of the Head of the Typing Pool by:
- reporting to the Head of the Translation Service;
- recording, preparing and distributing work with the necessary instructions;
- establishing priorities, based on document deadlines and importance;
- liaising with other typing pools to ensure that language versions match and are delivered on time;
- keeping Typing Pool records up to date;
- performing final proofreading of documents and publications;
- returning final documents to the author and/or submitting them to the print shop with appropriate instructions.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Secondary or equivalent commercial or technical studies |
Experience:
0 to 2 years' experience of clerical work |
Technical knowledge:
- Very good command of document formatting and typing
- Very good knowledge of the IB standards for document presentation
- Very good command of proofreading techniques
- Very good command of MS Word
- Good knowledge of the IT systems used by the language programmes (Pegasus)
- Sound knowledge of MS Excel and PowerPoint
- Very good command of English grammar and punctuation rules
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Skills and abilities / competencies:
- Receptiveness and high degree of flexibility
- Sense of rigour
- Customer orientation
- Ability to work as part of a team
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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 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)
37,127.40 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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