Under the supervision of the Quality of Service Management and Compliance Coordinator, the incumbent is responsible for providing direct administrative, operational and logistical support, including cross-functional management support to the secretariat of the Quality of Service Group (QSG) of the Postal Operations Council (POC), as well as the secretariats of other POC and Council of Administration (CA) groups where applicable.

1. Management and secretarial support to POC groups and subgroups – Coordinates and manages with the Logistics Directorate the organization of physical and remote/online meetings, including room reservation, equipment and recording. – Prepares, sends and processes meeting invitations, registration and participation, including responding to questions from POC members. – Drafts agenda for relevant POC group meetings and circulates them to the co-chairs for approval and manages requests from the co-chairs or steering committees of the relevant groups. – Researches, compiles and summarizes background materials for use in preparing reports, briefs, speeches and presentations, etc. related to the meetings, including managing input from external stakeholders and circulating such documents for internal and external stakeholders’ review. – Assists in the drafting of meeting documents for the POC working groups attached to the programme and monitors the development of meeting documents/PowerPoint presentations; ensures the quality of documents in terms of completeness and alignment with International Bureau (IB) procedures; and manages the translation and publication of meeting documents, including responding to questions from the translation services. – Ensures timeliness and completeness of visa processes with external stakeholders (QSG Steering Committee, Integrated Quality of Service Plan (IQP) Chair/Steering Committee, and the Co-Chairs of the Operations and Accounting Review Group and the Compliance Group), as well as internal stakeholders (IB directorates/POC secretariat/ Executive Management). 2. Administrative support – Assists in the overall administration of DOP.QSC by providing substantive and administrative support in managing priorities and workflows for the Coordinator and the programme. – Coordinates and monitors diverse activities and work processes to ensure that management directives and decisions are implemented properly, and outcomes are delivered in a timely manner. – Maintains the Coordinator’s calendar and resolves any conflicts and competing demands, monitoring changes and communicating relevant information accordingly. – Escalates sensitive cases for the attention of the Coordinator, providing background materials as reference for follow-up action. – Independently handles a wide range of complex information requests and inquiries (e.g. requests requiring administrative handling or tailored research), responds – or drafts responses – to a diverse range of correspondence and external stakeholder communications, and carries out quality control for outgoing documents/ correspondence. – Manages the timely submissions of various filings, including monthly reports or the submission of information for any purpose, and develops and maintains checklists and templates for relevant processes. – Organizes travel arrangements to ensure compliance with internal rules and procedures (authorization, tickets, bookings, visas, trip planning, mission reports and documentation). – Organizes regular DOP.QSC team meetings, prepares summaries of discussions, and follows up with respective programmes on the status of work items. – Coordinates with other finance and budget staff on related issues during the preparation of budget reports and liaises with the offices of various senior officials in other units/directorates regarding ongoing projects and other administrative matters, where applicable. 3. Administrative coordination of projects relating to DOP.QSC – Drafts memoranda to management for the recruitment of consultants, for review by the Coordinator or programme managers, and consults with the Legal Affairs Directorate regarding management of consultants’ agreements. – Monitors expenditure on projects against the approved budget and prepares adjust-ments as necessary. – Consolidates the budget/work programme with respect to the Union budget, Quality of Service Fund (QSF) budget, and extrabudgetary funds. – Processes invoices submitted by contractors for payment according to UPU financial rules and procedures, and monitors payments. – Assists the Coordinator in establishing resource requirements for budget submission including updating and maintenance of large distribution lists and the preparation and distribution of various materials and reports.

Education:

High school diploma or equivalent.

Knowledge:

Ability to perform a broad range of administrative functions, e.g. budget/work programme, database management, etc. is required. Ability to apply knowledge of various UPU administrative and financial regulations is required. Good knowledge of quality management skills and a conscientious and efficient approach to handling meeting commitments, deadlines and results is required. Very good knowledge of the procedures to be followed in preparing and distributing meeting and conference documents, including knowledge of document formatting. Knowledge of IB document standards is desirable. Good command of at least two of UPU languages, preferably French and English (for taking notes, preparing reports, and reviewing and editing documents) is required. General knowledge of the UPU and the IB, including the organization’s structures and processes is desirable. General knowledge of the Internet, e-services environment and emerging social media technologies is desirable.

Experience

A minimum of six years of experience in administrative/secretarial/sub-management work at the international level is required.

Languages:

Proficiency in English or French.