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Vacancy Announcement No: UPU/22/G5/FT-C/353
Title: Assistant
Grade: G5
Type of contract Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
5 April 2022
Application Deadline:
27 April 2022
Vacancy Notice Closed (automatic)
Organizational Unit:
Policy, Regulation and Markets Directorate (DPRM)
USO, Regulatory and Sustainability Affairs
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:
Assist URS programme with clerical support, organization of events, preparation of CA and Congress sessions.
1. Assistantance to URS programme
- Revise and format meeting documents, notes, reports, contracts, publications and any other documents for the Programme; request translation, distribution, publication as necessary. Under direction of line managers, draft routine letters, prepare PowerPoint presentations as well as excel spreadsheet documents as required.
- Organization of conferences, webinars, meetings (room reservations, invitations and follow-up information to participants and for distribution, preparation of documentation, assistance in the meeting).
- Collaborate, as required, in the collection and entry of responses sent by member countries and DOs in studies and surveys carried out in the Programme (databases).
- Participate in the drawing up and monitoring of the Programme's budget, keeping account of travel costs, contractual payments, planned expenditure commitments, etc.
- Maintenance of Programme's website, databases, files and archives.
- Preparation of missions for line managers and experts (mission authorizations, contacts with the travel agency, visas, reservations, planning, reimbursement requests, etc.).
- Other clerical duties as required.
2. CA secretariat
Assist line managers, with regard to logistical and administrative aspects, in the preparation of CA sessions including:
- Draw up letters of invitation, contacting individuals responsible for logistical and practical information as necessary to complete the invitations.
- Provide information for the attention of the Secretaries and Assistant Secretaries of CA bodies, translation services, Directorates of the IB as to the dates of dispatch of documents, follow up with reminders and queries as to their status.
- Ensure registration process, maintain list of accrediting entities and individuals, reply to inquiries and provide follow-up as necessary.
- Maintain distributions lists for email; coordinate with logistics services concerning mailing lists.
- Provide information requested by CA members and observers to facilitate their participation in CA meetings and its bodies; facilitate communication concerning these bodies between their secretariats and participants.
- Ensure the finalization and approval of documents and agendas and their transmission to translation services.
- Maintain contacts with the programmes concerned, the translation services, the typing pools, print shop and mail service to monitor the production and publication of CA plenary and Management Committee documents.
Provide other assistance to line managers as needed to ensure smooth conduct of the meetings.
3. Preparation of Congress
Provide clerical support to URS programme for preparation of Congress, similar to CA secretariat duties, and in addition ensure the efficient processing of proposals by:
- Ensuring the receipt and registration of proposals sent by member countries.
- Ensuring the transmission of the proposals received and registered to the Programs concerned for examination by the latter.
- Receiving examined proposals returned by the Directorates and Programmes for numbering and forwarding to them for translation and publication.
- Create summaries of published Congress proposal and document numbers, for distribution to member countries (such as in IB circulars).
- Maintain archives and list of disposition of proposals at the conclusion of Congress (approved, rejected, etc).
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Vocational training as management level secretary/assistant, or equivalent. Commercial or secretarial training. Achieved bachelor’s degree would be an asset |
Experience:
4 years of experience as an assistant to management.
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Technical knowledge:
1. Very good knowledge of modern management-level secretarial practices.
2. Very good command of the latest office software tools, databases and web-based tools.
3. Knowledge of project management and budgeting practises.
4. Knowledge of the UPU, organizational structure and Acts.
5. Knowledge of the procedures required for the organization of internal and external meetings.
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Skills and abilities / competencies:
1. Excellent written and verbal communication skills.
2. Project management implementation experience.
3. Ability to work efficiently.
4. Self-reliant and sense of initiative.
5. Ability to work under stress and to manage priorities.
6. Ability to work as a team player in a multi-cultural environment; ethical awareness.
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Language skills:
Proficiency in English is required. Knowledge of French would be an asset. Knowledge of other official United Nations language would be an asset.
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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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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 might be considered for other similar posts (for a period not exceeding one year).
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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.
All applicants employed by postal entities and applying for a vacant position in the Professional (P) or Senior (D) category must be recommended and submitted through the competent postal authority.
Applications not satisfying this criterion may not be considered.
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 Notice Closed (automatic) |
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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