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. Moreover, this General Service vacancy is being advertised as a part-time (50%) position; therefore, it shall in principle be restricted to Swiss nationals and individuals legally domiciled and entitled to work in Switzerland. The recruitment of non-Swiss nationals from abroad for such a vacancy may only take place on an exceptional basis, subject to prior assessment and authorization as well as a written undertaking whereby such individuals shall: i) not engage in any other gainful activity in Switzerland; and ii) certify that they have sufficient financial resources to meet their needs. In this regard, family members of non-Swiss nationals recruited from abroad on a part-time basis shall not be allowed to enter Switzerland on the grounds of family reunification. 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
Under the supervision and guidance of the DOP.EPSI Director, provide administrative assistance and support for physical services development and e-commerce integration activities. 1. Support the Director Assist with administrative tasks to ensure achievement of the goals of the programme. Manage and draft content for the UPU website relating to the EPSI programmes. 2. Provide support with research, studies and surveys on e-commerce and physical services Manage the data capture of research, study and survey responses through online IT survey tools; With the Director’s approval, disseminate the results of the research and studies to all interested parties in the form of reports, models and best practices to contribute to the continuous improvement of e-commerce and physical services. 3. Assist with EPSI matters Perform day-to-day administrative tasks relating to the EPSI programmes as assigned by the Director; File, both manual and electronic, of project files to ensure ease of retrieval and maintenance, including content for the UPU website relating to the EPSI programmes. 4. Perform general administrative duties Help organize internal and external meetings (reserving rooms and equipment, sending invitations, preparing and submitting documents, etc.); Make travel arrangements (authorizations, tickets, bookings, visas, trip planning and documentation) and liaise with the Finance Directorate on the travel budget). 5. Assist in organizing Postal Operations Council (POC) expert team meetings relevant to the EPSI programmes Format documents, ensure document availability in different language versions and disseminate the documents in the required quantities within the deadlines set; Send out invitations and ensure that all necessary 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. - 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 5. Practical mindedness 6. Ability to work with people of different nationalities
Education
Completion of secondary school in secretarial training or training in the field of commerce, business administration or accounting (CFC type)
Job - Specific Qualification
1. Good knowledge of secretarial or administrative practices is required 2. Knowledge of office software tools (Word, PowerPoint, Excel and Outlook) is required 3. Knowledge of postal physical services and regulations is desirable. 4. Organizational skills and ability to manage priorities is required. 5. Experience in taking notes and proofreading and editing documents (in either English or French) is desirable.
Work Experience
Four years’ experience as an assistant are required. 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 in English or French is required. Working knowledge of the other language is an asset. Experience: Three years’ experience as an assistant and possibly in an international environment an asset.
Special Notice
- Annual salary:(Net of tax): 36,365.5 CHF - Contract type: Fixed-term appointment (Core) - Contract 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 among its staff. Interested candidates from minority and/or disabled groups are encouraged to apply. Interested candidates from disabled groups are encouraged to apply. All applications will be treated equally and in the strictest confidence. - Candidates may be considered for other similar positions (for a period not exceeding one year). - Candidates must ensure that they can be contacted at any time, to avoid exclusion 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.
