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Vacancy Announcement No: UPU/22/P4/FT-C/347
Title: General Services and Conferences Programme Manager
Grade: P4
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
13 January 2022
Application Deadline:
23 February 2022
Vacancy Filled
Organizational Unit:
Logistics Directorate (DL)
General Services and Conferences
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: 1 April 2022
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Organizational Context:
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:
- Make general policy proposals to the Director of Logistics and the General Management concerning the management of the building services and logistical organization of the meetings of the Union's bodies (conference services);
- Take responsibility for the operational management of the programme (budget, procurement, action and project management plans for the building services and other logistics services, conferences, supervision of teams);
- Maintain contact with the Swiss cantonal and local (communal) authorities (Fedpol, fire service, etc.).
1. Overall aspect of the programme
- On the basis of comparative studies, submit general policy proposals and action plans defining the objectives, timelines, work methodologies and means of implementation for the entire programme.
2. Operational management
2.1 Budget
- Analyze the financial implications of the actions proposed and prepare and justify budgetary requests based on forecasts;
- Design a management control system for the building;
- Monitor the use of the budget in respect of the projects and management control of the major building renovation projects;
- Take responsibility for remedial action as necessary.
2.2 Procurement (materials and service providers)
- Ensure oversight of providers and materials available on the market;
- Prepare and/or validate, in accordance with internal rules, tenders and carry out the related selection processes;
- Validate and supervise, in accordance with internal rules, the procurement decisions in respect of the programme's action plans;
- Manage the contracts and relations with certain service providers (see 2.3.3.);
- Ensure application of the Rules on Financial Administration as a member of the Tenders and Procurements Committee (TPC).
2.3 Building services
2.3.1. New work and maintenance work
- New work: Ensure the UPU's technical representation with respect to work on the building and, in accordance with the standards of the Swiss Society of Engineers and Architects (SIA), take responsibility for client/contractor relations, risk management and cost control;
- Establish priorities and work plans and assign tasks in respect of new work and maintenance of the International Bureau's fixed and movable assets (cleaning of building, upkeep of garden, insurance, working tools, furniture and material donations, service vehicles, heating and air-conditioning systems, simultaneous interpretation and other equipment, etc.) and security.
2.3.2. Management of the tenants
- Maintain relations with the building's existing external tenants (Swiss Confederation, NGOs, local stakeholders, etc.) and establish expenditure accounts, seeking new tenants as necessary in case of termination of existing rental agreements;
- Carry out customer research with regard to the use of the building.
2.3.3. Other internal logistics services
Supervise activities in respect of:
- the IB reception service (switchboard and maintenance of the IB's telecommunications system and reception area);
- the print shop (propose solutions allowing improvement of the document production chain);
- the library/documentation centre;
- surveillance of the building, access control and video equipment control.
2.3.4. Other outsourced logistics services
Supervise and act as the contact point for:
- the dispatch, archiving and inventory services and external providers, recommending modifications to existing processes with a view to improving the quality of the services provided;
- the catering service, proposing necessary improvements to the existing external provider.
2.4 Conference services
- Coordinate, organize and plan CA and POC sessions at the logistics level, as well as other Union meetings held on site (at the IB) or externally;
- Promote/market the meeting rooms and take responsibility for rental offers and reservations with external customers and in organizing guided visits;
- Maintain relations with the host country for the organization of Congresses (every four years), particularly with regard to logistics aspects and the installation and provision of interpretation services.
2.5 Team leadership
- Manage, motivate and supervise the teams under the incumbent's responsibility, setting objectives, monitoring work, assessing performance and ensuring the development of skills.
2.6 Security and contact with the Swiss authorities
- Ensure that the security procedures in place at the UPU International Bureau are in line with those of the Canton of Berne and the Swiss Confederation;
- Ensure that staff, visitors and contracted parties working on site observe security rules, particularly access and control procedures;
- Maintain contact with the Swiss cantonal and local authorities (Fedpol, fire service, etc.) with regard to security, fire protection, insurance, etc.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
University degree (bachelor's degree, master's degree, engineering degree or equivalent) in facility management or in construction and building maintenance. |
Experience:
With a bachelor's degree or equivalent: at least nine years' experience in the main areas covered by the position. With a master's degree, engineering degree or equivalent: at least seven years' experience in the main areas covered by the position. |
Technical knowledge:
1. Knowledge of facility management.
2. Knowledge of project management in the area of building management and maintenance.
3. Knowledge of SIA standards.
4. Knowledge of procurement and operational management techniques and strategies.
5. Knowledge of the local market in respect of fixed and movable assets and the provision of services.
6. Knowledge of technical products in relation to the programme's areas of activity.
7. Knowledge of the organization of interpretation and conference logistics services.
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Skills and abilities / competencies:
1. Customer focus and sound communication skills allowing the needs of internal and external customers and partners to be understood and met.
2. Ability to manage teams, services and the work of internal and external providers.
3. Awareness of costs and ability to negotiate contracts.
4. Management of priorities and ability to handle stress.
5. Adaptability.
6. Ethical awareness.
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Language skills:
Fluency in French, English and German.
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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.
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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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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.
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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)
75,602 USD
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Post adjustment:
82.5 % of the above figure(s). This percentage is to be considered as indicative since variations may occur each month either upwards or downwards due to currency exchange rate fluctuations or inflation. |
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Applicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening. |
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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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