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Vacancy Announcement No: UPU/21/G5/FT-C/335
Title: Assistant (cooperation and development) Region Asia Pacific and South-South Cooperation
Grade: G5
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
12 August 2021
Application Deadline:
23 September 2021
Vacancy Filled
Organizational Unit:
Development and Cooperation Directorate (DCDEV)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: November 2021
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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. ______________________________________________ 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:
Assist the Coordinator (CO) or Program Manager (PM) and the Regional Expert (ER) in their responsibilities related to the implementation of technical cooperation projects in the geographical region concerned; assist the regional project coordinators by managing their files and making information available to them, and perform routine administrative tasks.
1. 1.1 Administrative support associated with implementation of technical cooperation projects a. Assist the CO-PM / ER with : - Help to prepare the documents associated with the projects, - Help to prepare reports on the financial status of projects and their implementation, - Take part in the review of various financial documents according to the line manager's instructions. b. External/internal consultants' missions: - Prepare recruitment files, as well as instructions and reference documents, - Perform administrative and financial tasks (Cost estimates, insurance, travel formalities, end-of-mission accounts, etc.), - Format and distribute meeting reports. c. Perform administrative and financial tasks with respect to individual and/or group fellowships (monitoring of costs and bills and liaising with the UNDP). d. Prepare request for purchasing equipment.
1.2. Traditional secretariat -Manage the program's flow of correspondence and draft certain documents according to IB's standards. - Make logistical arrangements for meetings (invitations, documents, meeting room reservations, etc.). - Manage and keep up to date the program's various databases (projects, budget information, statistical data shared with other directorates) and mail flows, etc. - Translate on request or submit documents for translation, liaising with the various logistics services (production, dispatch, etc.). - Locate, prepare and keep up to date the program's documents. - Manage and update information in the country sheets. - File and archives paper and electronic documents. - Give administrative support to other programs within DCDEV. 1.3 Work relating to the Regional Coordinator - Manage the files relating to his/her missions to other countries and visits to the International Bureau (IB). - Monitor and update the information on his/her presence and absence/annual leave. - Prepare and close his/her missions accounts.
2. Assistant « Cooperation South-South» - Provide administrative support to the program files preparation and monitoring, dossiers, organizations of meetings, up dating of key figures, - Provide support to communications on UPU's South - South activities - Assist in the dissemination of guidelines, methods, standards and tools for activities implementation.
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QUALIFICATION AND SKILLS REQUIRED |
Education: Achieved secondary-level studies (CFC or similar) with secretarial or commercial or other related training essential. |
Experience:
A minimum of 4 years' experience as an assistant. Experience in an international environment would be an asset. |
Technical knowledge:
1. Sound knowledge of documents presentation and formatting techniques. 2. Excellent writing skills in English or in French. 3. Sound knowledge of office software tools (Outlook, Word, Excel, Power Point). 4. Sound knowledge of project management tools and procedures. 5. Sound knowledge of procedures for project financial management and reporting.
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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. Adaptability and flexibility. 4. Ability to work in a multicultural environment, ethical awareness. 5. Discretion and tact. 6. Communicator. 7. Awareness of results and costs.
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Language skills:
Proficiency in English is required. Knowledge of the French language would be an advantage
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Additional Information:
French is the official language of the UPU. English and French are the working languages of the UPU International Bureau. ______________________________________________________________________________ Priority shall be given for an internal promotion. _______________________________________________________________________________________________________ The UPU is committed to encouraging diversity within its workforce. Interested candidates from minority groups and/or with disabilities are encouraged to apply. All applications will be treated equally and in the strictest confidence. ______________________________________________________________________________ Candidates might be considered for other similar posts (for a period not exceeding one year). _______________________________________________________________________________________________ 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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