Vacancy Announcement No: UPU/23/G6/FT-C/411 Title: Assistant to the Deputy Director General Grade: G6 Type of contract: Fixed-term (Core) Appointment Duration: Three years
Publication Date: 2 June 2023 Application Deadline: 15 June 2023 ( ) Organizational Unit: Executive Management (EM) Secretariat (VDG.SEC) Duty Station: Bern Switzerland Scheduled date for taking up appointment: As soon as possible
Organizational Context: This is a vacancy in the General Service category for which local recruitment procedures apply in accordance with the Staff Regulations of the International Bureau of the Universal Postal Union.
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.
Main duties: General mission: Serve as Secretary to the Deputy Director General (DDG).
1. Carry out executive secretarial duties: 1.1 Schedule and telephone – Maintain and organize the DDG’s schedule and electronic calendar – Answer phone calls and provide information over the phone 1.2 Correspondence/documents – Manage the flow of incoming and outgoing correspondence, ensure its distribution and manage its traceability – Check the language content and consistency of correspondence submitted for the DDG’s visa and/or signature (background documents or precise references) – Format and/or draft internal and external messages of all kinds (memoranda, reports of telephone conversations, e-mails, etc.) in French and in English – Draft letters from the DDG (congratulations, departures, condolences, diplomatic corps, greetings, etc.) and reports of missions and meetings (outside visitors) in French and English and manage the related databases – Format memoranda, reports, speeches and other documents 1.3 Files – With the directorates concerned, ensure that the DDG’s files for internal meetings to be chaired by the DDG are up to date – Prepare and keep up to date the files of the DDG for official meetings of the UPU bodies and the United Nations (High-Level Committee on Management), and any other files needed – Carry out research of reference documents and other background information 1.4 Circulation of information and follow-up Liaise between the DDG and the Executive Management Cabinet, and between the DDG and the other IB directorates to ensure optimum circulation of information between the DDG and his contacts 1.5 Meetings and travel – In coordination with the responsible directorate, prepare/organize meetings of the various internal committees chaired by the DDG (invitations, preparation of rooms, agenda), and, as required, working lunches – In coordination with the Cabinet and country of mission, make travel arrangements for the DDG (authorization, visas, transport, accommodation, planning, reimbursement requests, mission files, etc.) – Manage office supplies – Keep the DDG’s files and archives
2. Carry out administrative work on behalf of the Cabinet – On request, carry out all kinds of work for the Cabinet – As required, support the Cabinet Assistant and the DG’s Secretaries (typing of DG’s mission reports, distribution of documents, etc.) – Attend certain meetings for which the Cabinet is responsible and provide the secretariat (internal Congress Organizing Committee)
QUALIFICATION AND SKILLS REQUIRED
Education: Completion of secondary school education or vocational training as an executive secretary or assistant, or the equivalent
Experience: At least six years of experience as an executive assistant/secretary of a senior manager.
Technical knowledge: 1. Very good knowledge of executive secretarial practices. 2. Thorough knowledge of office software tools (Word, PowerPoint and Outlook) and good knowledge of Excel. 3. Very good knowledge of the various document templates (standards). 4. Good letter- and report-writing skills. 5. Basic knowledge of database software tools.
Skills and abilities / competencies: 1. Discretion, diplomacy and flexibility 2. Self-reliance and sense of initiative 3. Ability to communicate 4. Ability to work under pressure and to manage priorities 5. Sense of teamwork and willingness to help
Language skills: Proficiency in English and working knowledge in French.
Additional Information: 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. ________________________________________________________________________________________________ Candidates might be considered for other similar posts (for a period not exceeding one year). _______________________________________________________________________________________________ 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 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.
Annual salary: (Net of tax) 84,962 CHF
Applicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening.
The conditions of service are governed by the Staff Regulations and Rules of the International Bureau of the Universal Postal Union.
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.
Applications from women and member states are particularly encouraged.
The UPU promotes diversity and work-life balance.
For further instructions regarding the online application process, please visit the UPU internet page at: https://upu.int/en/Universal-Postal-Union/Careers
