|
|
Vacancy Announcement No: UPU/21/G5/ST/344
Title: Temporary Assistant
Grade: G5
Type of contract: Short Term Appointment
Duration: 6 months
|
Publication Date:
24 November 2021
Application Deadline:
7 December 2021
Vacancy Filled
Organizational Unit:
Executive Office (DIRCAB)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: As soon as possible, but not later than 17 January 2022
|
| |
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.
|
Main duties:
General role: act as the directorate's secretary and assist the Coordinator of Cabinet and Council Affairs.
1.
1.1 Carry out administrative work:
- Manage the flow of incoming and outgoing correspondence, ensure its distribution and manage its traceability;
- Format and/or draft internal and external messages of all kinds (memoranda, reports of telephone conversations, statements of committee decisions, e-mails, correspondence, internal memoranda, etc.) in French and in English;
- Format memoranda, reports, speeches and other documents;
- Assist with PowerPoint presentations at meetings involving the participation of the Executive Office.
1.2. Manage the International Bureau's Internal Newsletter (INL) by:
- Obtaining relevant information on International Bureau activities;
- Keeping the INL's content updated and disseminating it.
1.3. Manage the Executive Office databases and the "Receptions and meals" budget item for the General Management in the Programme and Budget.
1.4. Manage the work time entry system and the list of absences of DIRCAB staff.
1.5. Carry out administrative work associated with international organizations.
1.6. Keep the files and archives of line managers.
2.
2.1. Circulation of information and follow-up
- Act as liaison between DIRCAB and the other International Bureau directorates and/or the translation services and the logistical services (print shop, etc.);
- Assist line managers in following up on the requests of the General Management and the decisions of the Management Committee;
- Ensure the transmission of information and documents from line managers to all intended recipients;
- Keep minute books.
2.2. Logistics
- Organize certain meetings, particularly those of the Management Committee and the Coordination Committee (invitations, preparation of venue, agenda, table layout, etc.) and working luncheons, as needed;
- Make travel arrangements for line managers (authorization, visas, transport, accommodation, planning, reimbursement requests, etc.);
- Manage office supplies.
3. Stand in for other assistants in case of absences within DIRCAB or the Offices of the Director General and Deputy Director General and assist the various programmes on request.
|
|
QUALIFICATION AND SKILLS REQUIRED |
Education:
Secondary school education or vocational training as a management-level secretary or assistant, or the equivalent. |
Experience:
At least four years' experience as a management assistant. |
Technical knowledge:
1. Very good knowledge of management-level secretarial practices.
2. Thorough knowledge of office software tools (Word, PowerPoint and Outlook) and good knowledge of Excel.
3. Very good knowledge of the procedures involved in organizing meetings on site and elsewhere (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 the roles and responsibilities of the various services and programmes.
7. Front-end knowledge of database software tools (Filemaker, Klastoo).
|
Skills and abilities / competencies:
1. Discretion, diplomacy and flexibility.
2. Sense of initiative.
3. Self-reliance.
4. Ability to communicate.
5. Ability to work under stress and to manage priorities.
6. Availability during working hours.
7. Team player.
|
Language skills:
Proficiency in English or French is required. Working knowledge of the other language is an asset.
|
Additional Information:
French is the official language of the UPU. English and French are the working languages of the UPU International Bureau.
__________________________________________________________________________________________________________________
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.
|
Monthly salary:
(Net of tax)
6,269.50 CHF
|
|
| The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
|
|
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. |
|
Applications from women and member states are particularly encouraged.
The UPU promotes diversity and work-life balance. |
|
| For further instructions regarding the online application process, please visit the UPU internet page at: https://upu.int/en/Universal-Postal-Union/Careers |
| ... |
|
Vacancy Filled |
This vacancy is shown for viewing only. It is not currently open for applications
|
|
The UPU has a smoke-free environment
|
|
