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Vacancy Announcement No: UPU/20/G5/FT-C/281
Title: Assistant
Grade: G5
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
19 March 2020
Application Deadline:
29 April 2020
Vacancy Filled
Organizational Unit:
Legal Affairs Directorate (DAJ)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: As soon as possible
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Organizational Context:
This is a vacancy in the General Service category for which local recruitment procedures apply in accordance with the Staff Regulations of the International Bureau of the Universal Postal Union. In this regard, vacancies in the General Service category shall be filled by recruitment of candidates residing as near to the headquarters of the Union as possible. Where this is not possible, recruitment shall be made having regard to its financial implications. Candidates shall be solely responsible for any travel or other expenses incurred in order to participate in the recruitment process or, upon selection, take up the appointment. Staff members subject to local recruitment shall not be eligible for the allowances and benefits exclusively applicable to international recruitment.
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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:
Under the direct supervision of the Director of Legal Affairs, carry out administrative activities for the directorate (documentation, correspondence, logistics, budget, routine secretarial support for the Director and his team) and, at the specific request of the General Management, provide administrative support for internal committees of the UPU International Bureau (IB).
1. Administrative activities:
1.1 Information management
- Keep the directorate's classification and reference systems up to date by area of activity. As necessary, suggest improvements. Compile information files on given subjects.
- Manage the directorate's archives.
1.2 Drafting of texts and management of correspondence
- Draft the directorate's administrative correspondence.
- For correspondence, reports, memoranda and other documents prepared by other members of the directorate, correct the presentation, spelling and grammar and ensure consistent content.
- Organize the translation of documents.
- Sort and register the directorate's incoming and outgoing mail, ensuring tracking and delivery.
- Prepare and manage the directorate's minute books.
1.3 Administrative/logistical support
- At the specific request of the Director of Legal Affairs or the General Management, provide administrative and logistical support for internal meetings and meetings of UPU bodies (including note-taking, drafting of minutes, preparation and distribution of files, publication of notices, etc.).
- Provide administrative and logistical support for activities relating to the Acts of the Union (including admission and accession of member countries, updating of lists showing the situation of member countries, organization of files, ratification of the Acts, and preparation of related circulars/notifications).
- As required, update files of meetings of Union bodies (Congress, Council of Administration, Postal Operations Council, committees, working groups, etc.).
- Ensure administrative and logistical liaison between the directorate and other IB directorates.
- Manage office supplies.
- Receive visitors to the directorate.
1.4 Budgetary management of the directorate
- Participate in the drawing up and monitoring of the directorate's budget, keeping account of travel costs, contractual payments, planned expenditure commitments, etc.
2. Routine secretarial support for the Director of Legal Affairs and other staff of the directorate
- Manage the schedules of the Director and his team. Sort and organize meeting requests.
- Organize the Director's meetings (letters of invitation, agendas, reservation of meeting rooms, distribution of documents, etc.).
- Make preparations for missions (registration, travel and hotel reservations, visa formalities, travel authorizations, reimbursement requests, document research, preparation of files, etc.).
- Prepare/format draft communications, reports, studies (including statistical tables), and other documents.
- Access centralized databases and conduct searches to provide updates on issues of particular interest to the directorate.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Secondary school education or vocational training as a management-level secretary or assistant, or the equivalent. |
Experience:
A minimum of four years of proven experience working in administrative and secretarial tasks. |
Technical knowledge:
1. Knowledge of the operations of administrative tribunals (e.g. United Nations Appeals Tribunal or Administrative Tribunal of the International Labour Organization), international organizations or other legal institutions.
2. Good ability to write reports, letters, memoranda and other documents in French and English.
3. Good command of Microsoft Office software tools and databases.
4. Knowledge of the procedures required for the organization of internal and external meetings.
5. Knowledge of legal terminology.
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Skills and abilities / competencies:
1. Confidentiality
2. Sense of initiative
3. Self-reliance
4. Ability to work under stress and to manage priorities
5. Ability to communicate
6. Team player
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Language skills:
French and English, proficiency in one of the languages and at least intermediate level in the other.
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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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Annual salary:
(Net of tax)
75,234 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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