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Vacancy Announcement No: UPU/17/G5/FT-NC/200
Title: Assistant
Grade: G5
Type of contract: Fixed-term (Non-Core) Appointment
Duration: Three years
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Publication Date:
17 October 2017
Application Deadline:
28 November 2017
Vacancy Notice Cancelled
Organizational Unit:
Development and Cooperation Directorate (DCDEV)
Projects Quality of Services Fund (QSF)
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:
Administer QSF-funded cooperation projects concerning quality of service and serve as contact person. Implement activities related to these projects in the geographic areas concerned
1. Implementation of QSF projects
1.1. Tasks related to QSF project management
- Analyze and comment on project proposals, in terms of context, content and compliance with rules and procedures. Identify upcoming events and decisions of significance.
- Advise and guide designated operators (DOs) on how to improve their project proposals.
- Prepare summaries of project proposals for the QSF-Project Expert.
- Present documents to the Board of Trustees at the request of the Head of the QSF Unit.
- 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 (Cooperation and Development Directorate) procurement unit, as well as the 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 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 Expert according to the model.
- Organize the file for project evaluation and highlight areas of concern to the QSF-Project Expert.
- 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-Project Expert for recommendation to the Head of the QSF Unit and 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 and presentation.
- Participate in the meetings (taking notes for the preparation of meeting documents and reports) and present/comment on proposals or final reports at the request of the Head of the QSF Unit, 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).
- Assist in the organization of the annual QSF information seminar at the International Bureau.
- Work with the DCDEV Operational Coordination to make travel arrangements for fellows from least developed countries.
- Under the supervision of the Head of the QSF Unit, train DOs/Restricted Unions (either in groups or individually) on the QSF rules and procedures.
2. Information for regional coordinators
- 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.
- Update regional coordinators on the field on developments in QSF project implementation and evaluation procedures
3. QSF Secretariat
- Manage correspondence; prepare and sign certain letters (with due authorization).
- Provide administrative support for the update and revision of the QSF Manuals.
- Manage and update the project database for his/her region.
- Update and manage QSF Z-drive according to DCDEV procedures
- Help prepare QSF documents for submission to the Postal Operations Council.
- Contributes to the articles for the production of QSF Newsletter
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Achieved secondary school |
Experience:
Four years' experience in managing project files or similar experience. Postal experience is desirable. Experience in an international environment would be an asset. |
Technical knowledge:
1. Sound knowledge of document presentation and formatting techniques.
2. Good writing skills in English or French.
3. Thorough knowledge of standard office software tools.
4. Sound knowledge of project management tools and procedures.
5. Sound knowledge of procedures for project financial management and reporting.
6. Knowledge of or experience in database use.
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Skills and abilities / competencies:
1. Ability to work independently and as part of a team.
2. Ability to organize and manage priorities.
3. Capacity for analysis and synthesis.
4. Ability to work in a multi-cultural environment, ethical awareness.
5. Adaptability and flexibility.
6. Good communication skills, courtesy, tact.
7. Awareness of results and costs.
8. Public-speaking skills.
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Language skills:
Proficiency in English or French is required. Knowledge of the other language would be an advantage.
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Additional Information:
This is a non-core post. This position will be in full compliance with the "Rules governing non-core staff".
The selected staff will participate in the UPU Provident Scheme and will be insured together with their recognized dependents against the risks of sickness and accidents.
This is a three years' contract which can be renewed if the services continue to be required in the future, the funds are available and/or the staff member's performance is satisfactory. However, this appointment does not automatically carry any expectancy of extension or renewal or of conversion to any other type of appointment.
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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 CH
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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 Notice Cancelled |
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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