Org. Setting and Reporting

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.

Responsibilities

Provide administrative assistance. 1. Administrative support for routine programme activities – Gather information as instructed – Format documents prepared and drafted by supervisor and experts – Handle distribution and publication of programme’s documents and work Traditional secretarial duties – incoming and outgoing correspondence/mail and e-mail (receipt, sorting, formatting and dispatch) – Ensure the receipt of key information (circular letters, tables, questionnaires, etc.) – Help with the organization of internal and external meetings (reserving rooms and equipment, invitations, preparing and submitting documents, etc.) – Ensure that documents are filed and archived – Make travel arrangements (authorizations, ticketing, bookings, visas, itineraries and documentation) 2. Administrative support for the organization of CC meetings and conferences – Interface with the logistics services for the physical organization of meetings – Gather, according to instructions, the information needed for preparing and drafting documents – Format documents, ensure that the different language versions are available, and distribute them in the required quantities within the deadlines – Send out invitations and ensure that all information is provided

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. – Working together/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. – Taking responsibilities/results orientation: 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 competencies: 1. Autonomy (while following instructions) 2. Sense of initiative and practical-minded 3. Flexibility 4. Ability to work under stress and to manage priorities 5. Oral and written communication skills 6. Ability to work with different nationalities

Education

Secretarial training or training in office administration, commerce or accounting (CFC type)

Job – Specific Qualification

1. Very good knowledge of secretarial and administrative practices is required. 2. Good command of office software tools (Word, Excel, PowerPoint, Outlook) is required. 3. Very good knowledge of the procedures to be followed in preparing and making available or distributing documents for international meetings and conferences is desirable. 4. Knowledge of the various document models (formatting) used at the International Bureau is desirable. 5. Experience in taking minutes and in re-reading and editing documents (either in English or French) is required.

Work Experience

Minimum three years’ initial experience as an assistant in an international environment is required.

Languages

Proficiency in English or French is required.

Assessment

Applicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening.

Special Notice

Annual salary:(Net of tax) 35,968 CHF Type of contract: Fixed term (core) Appointment Duration: Three Years Scheduled date for taking up appointment: As soon as possible 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.

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. 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.