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Vacancy Announcement No: UPU/18/G5/FT-C/239
Title: Secretary with the Director General's Secretariat
Grade: G5
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
7 December 2018
Application Deadline:
4 January 2019
Vacancy Notice Cancelled
Organizational Unit:
Executive Office (DIRCAB)
Secretariat
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:
To assist the secretary of the Director General (DG) in performing traditional secretarial and administrative duties or organization of events.
1. Secretarial and administrative duties
Under the supervision and control of the Director General's secretary
a. Organize logistics of DG's missions (authorizations, visas, vaccinations, flights, hotels, transfers welcome, security clearance, reimbursements).
b. Obtain and organize all necessary documentation for DG's missions, Council of Administration / Postal Operations Council meetings, and Congress.
c. According to given instructions, assist the secretary in formatting, according to the International Bureau standards, the mission reports and notes written by DG and ensure their distribution.
d. Preparation of conference rooms for meetings with external guests, and provide hospitality (reception and logistics based on protocol rules and practices).
e. Maintain DG's list of addresses (designated operators, Restricted Unions, UN agencies' focal points, ambassadors located in Bern, Swiss authorities, etc.)
f. To be responsible for some correspondence such as:
- Track all invitations received by the Director General (such as diplomatic events in Bern / Geneva) and prepare replies along with various Directorates concerned
- Compose letters for DG's signature and ensure distribution (thank-you notes for gifts, philatelic items, Season's Greetings, etc.).
g. Provide support for, regularly stand in for and share job duties with the DG's secretary (i.e., manage incoming and outgoing correspondence, DG's agenda, telephone, driver, arrange luncheons, invitations, etc). Replace DG's secretary, if necessary, for taking messages or agenda updating.
h. Prepare gifts, keep record of gifts given by DG and to whom, and keep running inventory.
2. Organization of events
a. On demand, provide logistical organization for special International Bureau events
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Achieved secondary school or vocational training as management secretary/assistant, or equivalent. |
Experience:
Minimum four years of experience in administrative/secretarial duties for senior management. |
Technical knowledge:
1. Excellent office tools skills (Word, PowerPoint, Outlook, Internet research).
2. Very good command of secretarial techniques.
3. Very good writing skills and formatting of routine correspondences.
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Skills and abilities / competencies:
1. Discretion/confidentiality.
2. Ability to adapt working hours to the requirements of the service.
3. Good communication skills and teamwork.
4. Autonomous worker who takes initiative, organizational skills.
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Language skills:
Proficiency in English or French is required. Working knowledge in the other language is an asset.
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Additional Information:
Applications will be considered for similar positions.
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Priority shall be given for an internal promotion.
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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)
75,084 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 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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