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Vacancy Announcement No: UPU/17/G4/FT-NC/176
Title: Assistant (QSF Projects) 50%
Grade: G4
Type of contract: Fixed-term (Non-Core) Appointment
Duration: Three years
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Publication Date:
25 April 2017
Application Deadline:
6 June 2017
Vacancy Filled
Organizational Unit:
Development and Cooperation Directorate (DCDEV)
QSF-PROJ (Quality of Services Fund)
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:
Help the QSF Project Manager and his/her team with the administrative management of projects and carry out routine secretarial tasks.
1. Assistant to the Project Manager and his/her team:
1.1. Assistant/secretarial work for the administrative processing of files
- Help update the data bases of information on current or former projects (electronic files, paper files, missing data, etc.);
- Verify and correct any errors in fires (dates, amounts, etc.);
- Help prepare project evaluation files (paper and electronic format);
- Send relevant documents to the UPU consultant or the expert in charge of missions.
1.2. Assistant / secretarial work for the QSF Board of Trustees, seminar and training activities
- Help prepare and send notification letters;
- Format, update and obtain information for the compendium of Board of Trustees decisions;
- Help revise various documents for the Board of Trustees (summary sheets, checklists and other documents);
- Welcome delegates, handle registrations and draw up the list of participants at training seminars;
- Help ensure that meetings run smoothly.
2. Traditional secretarial tasks:
2.1. General tasks:
- Manage the flow of correspondence and draft certain letters;
- Help organize meetings (invitations, documents, meeting room reservations, technical and IT resources, etc.), and take notes during meetings;
- Request translations of documents when necessary and coordinate all work with the Logistics Directorate (production, dispatch and archiving of documents); coordinate the receipt of translations and ensure that they are placed in project files;
- Manage and update information in the country sheets;
- File and archive paper and electronic documents;
- Help update and revise the QSF Practical Guide.
2.2. Updating of QSF pages on the UPU website:
Update:
- the list of regional, national and global coordinators;
- project information, in particular after each Board of Trustees meeting;
- the « frequently asked questions » resource;
- the timetable of meetings of the Board of Trustees;
- information about the Board of Trustees, as well as the QSF texts (Deed of Trust, Projet Management Manual);
- the QSF Newsletter.
- the catalogue of results and costs.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Completed secondary school education or professional education as Secretary/Assistant to the Management, or its equivalent (CFC in Switzerland or similar) |
Experience:
3 years' experience as an administrative assistant or in a similar role |
Technical knowledge:
- Sound knowledge of document presentation and formatting techniques
- Good writing skills
- Thorough knowledge of Word and Excel
- Basic knowledge of PowerPoint
- Knowledge of or experience in database use
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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 multi-cultural environment, ethical awareness
- Adaptability and flexibility
- Good communication skills, courtesy, tact
- Awareness of results and costs
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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)
33,748.50 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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