Org. Setting and Reporting
This is a vacancy in the General Service category for which local recruitment procedures shall apply, in accordance with the Staff Regulations of the International Bureau of the Universal Postal Union. 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. 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.
Responsibilities
The role provides administrative and secretarial support to the Secretariat by assisting with document production and formatting, processing financial transactions, helping to coordinate meetings and travel arrangements, and maintaining communication with internal and external stakeholders, as instructed by the supervisor. 1. Documents, Communications, Finance, and Secretariat Management a. Documents and Records Management Draft, edit, and format internal and external documents; Submit documents for editing and formatting through the internal editing system (Pegasus); Follow the internal document approval process and liaise with relevant colleagues as required; Assist with the preparation and distribution of documents for sessions; Ensure accurate filing and archiving of documents. b. Communications Management Disseminate official communications to CC members; Assist in managing the CC mail box, supporting the response to CC members’ requests and inquiries; Maintain and update CC email distribution lists and contact databases. c. Finance and Budget Management Assist with budget monitoring and expenditure tracking as instructed; Issue membership fee invoices and track payment status; Process external expense invoices and mission reimbursements; Process invoices and track outstanding payments in the internal accounting system (Navision). d. Secretariat Management Follow established internal workflows and administrative procedures to support the efficient functioning of the Secretariat; Assist with the orientation of interns and provide day-to-day guidance on tasks as instructed; Support intern recruitment processes by assisting with logistics and communications, as instructed. 2. Meetings, Events and Mission Coordination a. Meetings Help organize physical or online meetings and webinars with internal and external stakeholders; Handle meeting logistics, including invitations, agendas, documentation, publication of meeting documents, and follow-up actions. b. Missions Make official travel arrangements, including authorizations, flights, hotels, visas, trip planning, documentation, and UNSMS registration; Follow internal approval procedures. c. Events Assist in the organization of CC receptions and events, including catering arrangements, venue reservation, guest list management and invitations, on-site support, and related administrative and financial arrangements.
Competencies
- Professionalism: Takes responsibility for own actions and decisions, and for the consequences of these. Produces and delivers high-quality results. Drives change and improvement, continually searching for new ways to position the organization for success. Ensures that knowledge and learning is shared across the organization and encourages staff to learn from each other. - Ethics: Ensures that personal views and convictions do not compromise ethical principles. Understands and behaves in accordance with the UPU's professional, ethical and legal framework. Does not abuse power or authority vested by functions. Respects commitments and promises made to internal and external partners. Promptly confronts unprofessional or unethical behaviours and takes immediate appropriate action. Maintains confidentiality and treats sensitive information with discretion. - Teamwork: Works collaboratively with team members to achieve results. Shows respect to other members of the team, regardless of gender or of cultural, educational or religious background. Seeks help when needed in order to achieve set goals. Shares information on issues that may affect the team and respects confidentiality. Accepts joint responsibility for the team's successes and shortcomings. - Focus on results: Seeks to achieve expected outputs within the agreed timeframe. Ensures competent delivery with minimal supervision, even under pressure and with constantly changing priorities. Keeps supervisors informed of challenges encountered and solutions found. Job related competences: 1. Independence (in relation to instructions to be followed). 2. Sense of initiative. 3. Flexibility. 4. Ability to work under stress and to manage priorities. 5. Oral and written communication skills. 6. Practical-mindedness 7. Ability to work with people of different nationalities
Education
Achieved secondary school in secretarial training or training in the field of commerce, business administration or accounting (CFC type).
Job - Specific Qualification
1. Independence (in relation to instructions to be followed) is required. 2. Knowledge of office software tools (Word, PowerPoint and Outlook) is required. 3. Good knowledge of Excel is required. 4. Very good knowledge of the procedures to be followed in preparing and making available or distributing meeting and conference documents is required. 5. Experience in taking notes and in re-reading and editing documents (in either French or English) is required.
Work Experience
1. Four years' initial experience as an assistant is required. 2. Experience in an international environment is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this job opening, either English or French is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).
Language
Reading
Writing
Listening
Speaking
English
UN Level III
UN Level III
UN Level III
UN Level III
French
UN Level III
UN Level III
UN Level III
UN Level III
Assessment
Applicants will be contacted directly if selected for a written test. Additional testing/interviewing may be used as a form of screening. Languages: Proficiency of English or French is required. Working knowledge of the other language would be an asset. Working knowledge of another UN language would be an asset. Education: Achieved secondary school in secretarial training or training in the field of commerce, business administration or accounting (CFC type).
Special Notice
- Annual salary:(Net of tax): 72,731 CHF - Type of contract: Fixed-term (Non-Core) Appointment - Duration: One year - Scheduled date for taking up appointment: As soon as possible - This is a non-core post. This position will be in full compliance with the "Rules governing non-core staff". - The selected staff will participate in the UPU Provident Scheme and will be insured together with their recognized dependents against the risks of sickness and accidents. - This is a three years' contract which can be renewed if the services continue to be required in the future, the funds are available and/or the staff member's performance is satisfactory. However, this appointment does not automatically carry any expectancy of extension or renewal or of conversion to any other type of appointment. - 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. - The UPU is committed to securing the highest standards of efficiency, competence and integrity for its staff members. In this regard, candidates under serious consideration for selection may be subject to satisfactory background checks aimed at validating the educational and professional background records as indicated by candidates in their respective application forms. - At the discretion of the UPU, such background checks may also be extended to include criminal records, disciplinary measures, sexual exploitation and abuse, and professional license check validation.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section 2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
