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Vacancy Announcement No: UPU/17/G4/FT-C/190
Title: Assistant
Grade: G4
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
21 July 2017
Application Deadline:
1 September 2017
Vacancy Filled
Organizational Unit:
Postal Operations Directorate (DOP )
E-Commerce and Physical Services Integration
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:
Provide administrative assistance to the Coordinator, Programme Manager and, on request, experts of the programme.
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1.1. Administrative support for routine programme activities
- Gather information as instructed
- Format documents prepared and drafted by supervisor and experts
- Handle distribution and publication of programme's documents and work
1.2. Traditional secretarial duties
- Attend to mail, fax and e-mail correspondence (receipt, sorting, formatting and dispatch)
- Ensure the receipt of key information (circular letters, tables, questionnaires, etc.)
- Help with the organization of internal and external meetings (reserving rooms and equipment, invitations, preparing and submitting documents, etc.)
- Ensure that documents are filed and archived
- Make travel arrangements (authorizations, ticketing, bookings, visas, itineraries and documentation)
2. Administrative support for the organization of CA, POC and Congress meetings and conferences
- Interface with the logistics services for the physical organization of meetings
- Gather, according to instructions, the information needed for preparing and drafting documents
- Format documents, ensure that the different language versions are available, and distribute them in the required quantities within the deadlines
- Send out invitations and ensure that all information is provided
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Secretarial training or training in office administration, commerce or accounting (CFC type) |
Experience:
Minimum three years' initial experience as an assistant in an international environment |
Technical knowledge:
1. Very good knowledge of secretarial and administrative practices
2. Good command of office software tools (Word, Excel, PowerPoint, Outlook)
3. Very good knowledge of the procedures to be followed in preparing and making available or distributing documents for international meetings and conferences
4. Experience in taking minutes and in re-reading and editing documents (either in English or French)
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Skills and abilities / competencies:
1. Autonomy (while following instructions)
2. Sense of initiative and practical-minded
3. Flexibility
4. Ability to work under stress and to manage priorities
5. Oral and written communication skills
6. Ability to work with different nationalities
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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)
67,497CHF
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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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