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Vacancy Announcement No: UPU/23/P4/FT-C/396
Title: Programme Manager General Affairs, Financial Control and Project Management
Grade: P4
Type of contract: Fixed-term (Core) Appointment
Duration: Three years
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Publication Date:
17 April 2023
Original published date: 17 April 2023
Application Deadline:
28 May 2023
(11 day(s) until closing deadline)
Republished (Currently accepting applications)
Organizational Unit:
Development and Cooperation Directorate (DCDEV)
Duty Station:
Bern Switzerland
Scheduled date for taking up appointment: As soon as possible
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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:
Under the supervision and guidance of the Director of Development and Cooperation , the incumbent is responsible for the overall governance and budgetary frameworks, capacity building projects worldwide, provide procurement of goods and services and harmonize DCDEV project management.
1. Financial Control and Procurement of Goods and Services
- Initiate, review, propose and monitor financial management of the DCDEV budgetary activities and advise the Director on decisions to be taken in this area.
- Establish the control process to guide management of projects at the interregional level and propose corrective measures.
- Analyze the funding sources and financial implications of the global projects and actions proposed and implemented by the regional programmes with reference to the priority objectives of the DCDEV to be implemented.
- Coordinate and manage allocations of financial resources made available .
- Interface with internal and external financial players (UNDP and others).
- Check financial commitments relating to the cooperation budget and guide and advise the regional programmes as necessary.
- Consolidate and provide comments on the progress of projects and the use of the different programmes' budgets, and propose corrective measures if necessary.
- Approve DCDEV annual procurement plan for goods and services and oversee all procurement processes.
- Represent DCDEV atthe IB traversal teams for the management of donor tied funds and provide inputs when requested.
- Coordinate pledges for voluntary contributions to the UPU Special Fund and supervise invoicing to donor countries.
- Streamline and oversee all procurement processes for obtaining equipment required for projects implemented by the DCDEV.
- Oversee internal control processes to guide management of projects at the interregional level, manage risks and propose corrective measures.
- Elaborate DCDEV financial and staffing resources requirements, cost estimates and budget proposals.
Project Management
- Elaborate DCDEV work proposals and define deliverables for the IB technical assistance in the field in accordance with the UPU World Postal Strategy
- Coordinate with regional teams for finalization of regional targets to be incorporated in the DCDEV work programme framework
- Contribute to the layout of regional development plans and guide regional teams for its adaptation into regional contexts
- Provide guidance for the definition of DCDEV regional projects to ensure alignement of field activities with global DCDEV work proposal deliverables.
- Collaborate with other programs leaders to assist with development of DCDEV projects .
- Assist other programs leaders and IB Experts in the DCDEV project managmenet approach and best practices .
- Collate projects' financial data, including project budgets, risks, and resource allocation to ensure compliance with project management methodologies from regional programme inputs.
- Collate and present projects' financial reports and budget outlines to DCDEV Director.
- Contribute to the consolidated DCDEV annual performance reports to UPU bodies
- Review responses to UPU bodies on DCDEV Work programmes and project performance reports
- Oversee the development of projects with a view to ensuring that DCDEV project managmenet approach and methodology is upheld .
- Draft project management office policies and processes.
- Provide oversight to regional programmes to ensure that that they are meeting UPU standards, adhering to budgets, and meeting set milestones and deadlines.
- Lead the automation of DCDEV processes and internal workflows in SIGA to ensure that it accurately records the regional programmes project lifecycle proceses s in terms of creation,
- Develop, and execute as well as documenting the project's scope, budget, and justification.
- Validate updates to the DCDEV project management manual to streamline internal procedures, reflect best practices, business trends and the use of digital technology in operational processes.
- Review draft policy proposals related to project management.
Capacity Development
- Supervise the design, organization and coordination of capacity development activities
- Closely collaborate with DCDEV programmes/units/teams in the development of annual capacity development plans to ensure most efficient resource allocation.
- Map out capacity building needs of member countries and outline key skills/policies/procedures/practices that need to be developed in line with the development cooperation policy
- Prepare the DCDEV training programme strategy including plans for the development of Trainpost and partnerships with RTCs and postal colleges
- Manage the Trainpost e-learning tool
- Provide advice and support to programmes/units/teams related to the definition of the scope of work for training and preparation of the necessary documents for outsourcing the activities, if needed.
- Take the lead in selecting appropriate contractors and personnel to conduct the capacity development activities. This may include working closely with different units at Headquarters that manage different talent pools.
- Ensure that appropriate capacity development standards and best practices are incorporated in the capacity development plan.
- Develop a monitoring and evaluation plan to evaluate and monitor the success of each capacity development activity as needed,
- Collate monitoring and evaluation reports for capacity development activities and incorporate lessons learnt for continuous improvement of subsequent and follow-up activities,
- Work with regional programmes to ensure quality, timely completion and value for money of the capacity development activities, in close coordination with pertinent MMCO Funds/Programmes/Projects.
- Provide advice to the Management in definition and mitigation of risks associated with organization of capacity development activities.
- Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and disseminating best practices in their area of work.
2. Programme leadership and management
- Lead and manage the programme, promoting a spirit of professional curiosity, anticipating new challenges, seeking solutions and assessing their efficacy, all the while showing a commitment to achieving excellence.
- Launch the development and implementation of the programme's work plan, in particular establishing the forecasts, priorities and anticipated needs in terms of human and financial resources.
- Achieve the annual objectives and see to it that the programme keeps to the budget by increasing its efficiency.
- Ensure the relevance and viability of all the policies, processes, procedures, tasks and systems in place.
- Lead, motivate and guide team members. Draw up their work plans and objectives, give them feedback on their work, highlight positive results and resolve issues surrounding less positive results.
3. External relationships
- Organize and participate in international meetings, representing the UPU.
- Establish and promote partnerships with UN agencies and external partners.
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QUALIFICATION AND SKILLS REQUIRED |
Education:
Advanced university degree (master's degree or equivalent) in economics, international relations, international finance, project management, business administration or another related field, or first-level university degree (bachelor's or equivalent). |
Experience:
With an advanced university degree, at least 7 years of professional experience in the areas of development cooperation, programme management in governmental or international organization.
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With a first-level university degree, at least 9 years of professional experience as outlined above.
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Technical knowledge:
1. Excellent knowledge of theoretical and practical aspects of cooperation and development at the international level.
2. Excellent knowledge of capacity development
3. Excellent knowledge of techniques relating to finance, impact assessment and management control.
4. Excellent knowledge of project management approach
5. Excellent knowledge of UN rules, procedures, cooperation mechanisms and systems.
6. Excellent knowledge of International Bureau rules and working procedures.
7. Very good knowledge of Union policy and strategy, and of development cooperation
8. Good knowledge of world economic situations and policies.
9.Good knowledge of planning concepts and strategies and project management techniques.
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Skills and abilities / competencies:
1. Ability to work in an international environment with colleagues of different cultures, religions and educational backgrounds.
2. Ability to develop a strategic vision.
3. Ability to promote partnerships within the organization and outside it.
4. Ability to promote innovation.
5. Excellent judgement and decision-making abilities.
6. High degree of political sensitivity, impartiality and integrity.
7. Excellent communication skills.
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Language skills:
Proficiency in English or French. Knowledge of the other 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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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)
81.6
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Post adjustment:
77,326 USD % 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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| 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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Republished (Currently accepting applications) |
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The UPU has a smoke-free environment
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