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Vacancy Announcement No: UPU/18/G7/FT-C/218
Title: Secretary of the Director General
Grade: G7
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
6 February 2018
Application Deadline:
22 March 2018
Vacancy Filled
Organizational Unit:
Executive Office (DIRCAB)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: August 2018
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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 secretarial/assistant support to Director General
1. Correspondence and documents: flow-management, revision, drafting and translation
- Manage the flow of all incoming and outgoing correspondence, setting priorities and ensure efficient distribution and responses;
- Open incoming mail addressed to the Director General and assign attributions to Directorates (with Cabinet supervision) for treatment
- Enter and transfer documents for the Director General in the Klastoo track-and-trace system, and enter incoming mail needing replies prepared by the International Bureau (IB) into the Klastoo system
- Review all letters presented to the Director General for signature and ensure that they are modified by the authors and/or their assistants as needed (orthographical faults, errors in titles, formatting, writing style and content and have received the necessary IB visas);
- Give guidance to the secretaries/assistants of all IB Directorates as well as professional staff to ensure that all correspondence and other documents for the Director General are in a good order;
- Draft letters and e-mail messages for signature by the Director General in reply to invitations or upcoming visits, condolences, congratulations, etc. as needed
- Format letters, documents, reports and speeches for the Director General
- As needed, translate texts from French into English, (incoming mail, particularly during CA/POC sessions when translators are overloaded, confidential mail, etc.)
2. Coordination and follow-up of Director General's requests of various nature (letters, invitations, documents, notes, items of a confidential nature or personal business):
- Update the Klastoo system with DG's comments
- Oversee list of "outstanding" issues and responses for the Directors;
- Act as a liaison between the Executive Office and other Directorates as well as the translation services and logistics services (documents, correspondence, speeches and logistics for visitors and events)
3. Preparing briefing files for the Director General:
- Check all notes presented to the DG for meetings and missions and ensure that he has the necessary documents and briefings;
- Consolidate information provided by Programmes/Directorates and prepare the DG's files;
- Carry out research of reference documents and other background information as needed.
4. Manage the Director General's agenda: visits, meetings, events, etc.
- Manage the DG's schedule for meetings, both requests for personal meetings from inside and outside the International Bureau, invitations to events, etc.;
- Organize meetings and working luncheons at request of the DG: coordinate with service provider for menu, prepare invitations, draft agendas and programmes, venue, seating order, place cards, etc.;
- Oversee DG's official e-mail address and DGoffice@upu.int inboxes, printing and bringing to attention of DG or directing to other IB staff;
- Advise IB staff on protocol for meetings and events;
Oversee logistics of DG's missions (flights, programme, timing, etc.);
- Make travel arrangements for the DG: authorization, visas, transport, accommodation, planning, reimbursement requests as needed, and in the absence of the Assistant Secretary;
- Manage the program of the DG's personal driver.
5 . Courtesy visits to Director General
- Ensure DG has necessary briefing material for visits and invite/organize necessary IB participants at visit;
- Greet visiting VIPs, accompany to office and serve coffee, tea, etc. during visits.
6. Other secretarial responsibilities:
- Manage the procurement and provision of office supplies for the office of the Director General;
- Ensure general secretarial duties: photocopying, filing and archiving.
7. Team management:
- Give instructions and advice on day-to-day duties to other assistant(s) working in DG office.
- Control when needed work done by other assistant(s)
- Ensure a good exchange of information with Cabinet Secretariat and Deputy Director General's Secretary to ensure efficiency
- Make proposals for their yearly work plans
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Professional training as a management-level secretary or personal assistant, or equivalent |
Experience:
At least 8 years of experience as a personal assistant/secretary of a senior manager with a very good knowledge of senior management-level secretarial practices |
Technical knowledge:
1. Very good knowledge of the procedures involved in the organization of meetings, specifically UPU meetings and events (Council meetings, Strategy conferences, Congress and bi-lateral meetings)
2. Very good knowledge of the UPU International Bureau organizational chart and role and responsibilities of the various programmes and Directorates
3. Very good knowledge of International Bureau internal rules, procedures and processes, including the various standards and formats for documents and correspondence
4. Good knowledge of the UPU structure in general and its various bodies and groups
5. Excellent letter-writing and language skills in at least one language (English or French)
6. Good knowledge of the second language (sufficient to communicate very well)
7. Very good computer skills and thorough knowledge of software tools
8. Sufficient knowledge of International/UN protocol
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Skills and abilities / competencies:
1. High level of respect for confidentiality and moral principles and values
2. High level of discretion and diplomacy
3. Excellent communicator (oral and written)
4. Ability to work under stress and manage priorities
5. Flexibility as far as working hours (availability) and tasks are concerned
6. Sense of initiative and self-reliance
7. Excellent human relations and team player
8. Positive presentation
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Language skills:
French - fluent
English - fluent
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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)
89,142 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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