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Vacancy Announcement No: UPU/19/G5/ST/271
Title: Assistant
Grade: G5
Type of contract: Short Term Appointment
Duration: 6 months
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Publication Date:
5 December 2019
Application Deadline:
17 December 2019
Vacancy Filled
Organizational Unit:
Executive Office (DIRCAB)
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:
General role: serve as directorate secretary
1. Complete administrative tasks:
1.1. Manage the International Bureau's internal newsletter:
- Obtain relevant information on IB activities
- Keep the newsletter updated and published
1.2. Manage the Executive Office database and the general management "Reception/meals" programme and budget item
1.3. Manage the work time entry system and list of absences, etc. of DIRCAB staff
1.4. Manage administrative tasks related to Council affairs:
- Bureau of Congress
- Coordination Committee
- International Secretariat
- VIP list
1.5. Manage administrative tasks related to international organizations:
- Correspondence
- Follow-up
- Participation by members of the Executive Office
1.6. Manage filing and archiving of supervisors' dossiers
2. Perform secretarial tasks for the directorate:
2.1. Correspondence
- Manage correspondence flows (inward and outward), ensure their distribution and traceability
- Format and/or draft internal and external messages of all kinds (memoranda, reports of telephone conversations, e-mails, etc.)
in French and English
- Format memoranda, reports, speeches, and other documents
2.2. Files
- Prepare individual files for internal Executive Office and Management Committee meetings
- Prepare and update individual files for supervisors' use at official meetings of bodies of the UPU, United Nations (CEB, HLCP,
etc.) and others
- Conduct research on reference documents and other background materials
2.3. Information circulation and follow-up
- Liaise between the Executive Office and other IB directorates and/or logistics services (print shop, etc.) and translation services
- Assist supervisors in executing requests from the DG or decisions by the Management Committee
- Ensure the delivery of information and documents sent out by supervisors
- Keep minute books
2.4. Logistics
- Organize certain meetings, including those of the Management Committee and Coordination Committee (invitations, preparation
of room, agenda, seating arrangements, etc.) and, as required, working lunches
- Make the necessary travel arrangements for supervisors (authorizations, visas, transport, hotels, planning, reimbursement
requests, etc.)
- Manage office supplies
3. Stand in for assistants in the event of absence in DIR.CAB or the General Management and provide support for various programmes as required.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Secondary school or vocational training as management-level assistant/secretary, or equivalent |
Experience:
Minimum 4 years' experience as a management assistant |
Technical knowledge:
1. Very good knowledge of management assistant tasks
2. Thorough knowledge of office software tools (Word, PowerPoint and Outlook) and good knowledge of Excel
3. Very good knowledge of procedures for organizing internal or external meetings (strategy conferences, Congress)
4. Very good knowledge of the various International Bureau document templates
5. Good letter-writing skills
6. Knowledge of the International Bureau organizational structure and responsibilities of the various services or programmes
7. Front-end knowledge of database tools (Filemaker, Klastoo)
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Skills and abilities / competencies:
1. Discretion, diplomacy and flexibility
2. Sense of initiative
3. Ability to work independently
4. Good communication skills
5. Ability to work under stress and to prioritize
6. Availability during working hours
7. Sense of teamwork
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Language skills:
French or English (knowledge of the other language is an advantage)
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Additional Information:
Priority shall be given for an internal promotion.
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Candidates might be considered for other similar posts (for a period not exceeding one year).
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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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Monthly salary:
(Net of tax)
6,156 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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