|
|
Vacancy Announcement No: UPU/22/G5/FT-C/360
Title: Europe and CIS Region and Capacity Development Assistant 50%
Grade: G5
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
|
Publication Date:
7 July 2022
Application Deadline:
28 July 2022
Vacancy Filled
Organizational Unit:
Development and Cooperation Directorate (DCDEV)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: As soon as possible
|
| |
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:
Provide support to the programme in its responsibilities regarding implementation of the development and cooperation policy in the region concerned and coordination of training-related activities.
1. Implementation of cooperation projects
- Contribute to the preparation of project documents.
- Prepare reports on the financial status of projects and their implementation, and discuss the results with the supervisor in order to identify any implications on the work of the programme.
- Collaborate on the revision of the various project and financial documents, and participate in discussions on the rationale for and context of project activities, taking into account alternative methods for the identification, management and resolution of problems.
- Enter and monitor activities in the internal project management system (electronic management of ongoing files).
2. Project-related activities
a. Individual and group training
Prepare invitations, participate in preparing training programmes, monitor registrations and perform all administrative and financial tasks relating to the allocation of fellowships (in particular, monitoring of costs, invoicing and organization of all information sessions, visits, missions and related activities aimed at fellows)
b. Purchase of goods and services
External/internal consultants' missions
- Prepare recruitment files.
- Perform administrative and financial tasks, in particular cost estimations.
- Make travel and accommodation arrangements and draw up end-of-mission accounts.
- Format and distribute mission reports.
- Inform experts, consultants and other project participants of the logistical aspects, arrangements and internal procedures for monitoring and reporting in terms of the immediate objectives of specific projects, etc.
Purchase of equipment.
- Participate in preparing lists of equipment to be purchased.
- Prepare purchase requests, send them to the responsible unit, and follow up with the said unit.
3. Administrative assistance to regional experts in the field
- Manage files relating to experts' missions
- Keep the experts' leave table updated
- Prepare experts' mission accounts
- Contribute to the proper organization and monitoring of activities for the programme concerned.
4. Routine administrative tasks
- Format and manage the flow of correspondence; draft certain letters; ensure that correspondence complies with internal rules, drafting rules, guidelines for the presentation and preparation of documents, and existing models.
- Make logistical arrangements for meetings (invitations, documents, meeting room reservations, etc.).
- Make mission arrangements for the heads of programme and experts (e.g. travel authorization form, tickets, mission file, accounts).
- Manage and update various databases (projects, budget information, statistical data shared with other directorates, contacts, etc.).
- When requested, translate texts for internal use.
- Submit translation requests when necessary, liaising with the logistics services (production, dispatch, etc.).
- Research, prepare and update the programme's documents.
- Manage and update information on country data sheets.
- Maintain institutional directories and other documentation systems to ensure a record of the programme's history, activities and related projects (paper and electronic classification of files and archive management).
- Provide support to other DCDEV programmes.
5. Training-related activities
Provide support to the programme in the preparation and management of files, organization of meetings and monitoring of key figures in the following areas:
- Updating of the training programme portfolio within the framework of the Union's strategy and in collaboration with the other operational directorates of the International Bureau
- Provision of assistance to the coordinator in the development of new programmes.
- Online publication of new programmes, ensuring that they can be accessed.
- Organization of workshops and training sessions, and preparation of reports.
- Participation in the preparation of dashboards (statistical and other).
|
|
QUALIFICATION AND SKILLS REQUIRED |
Education:
Vocational training in business or equivalent (e.g. Swiss federal certificate of competence). |
Experience:
At least six years of experience as an assistant. Experience in an international environment and/or as a project management assistant would be an asset. |
Technical knowledge:
1. Proficiency in document presentation and formatting techniques
2. Excellent writing skills in Russian, English and/or French
3. Thorough knowledge of standard office software tools (Microsoft Office)
4. Sound knowledge of project management tools and procedures
5. Sound knowledge of project financial management and reporting procedures
|
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. Ethical awareness and ability to work in a multicultural environment
5. Discretion and tact
6. Good communication skills
7. Awareness of results and costs
|
Language skills:
Proficiency in English or French. Good knowledge of Russian would be an asset.
|
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.
|
Annual salary:
(Net of tax)
37,617
|
|
| 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
|
|
