Assistant (Digital Policies and Trade)

Org. Setting and ReportingThis 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. Responsibilities1. Support for the Unit - Gather and register information as instructed. - Assist with project administration and reporting. - Format documents prepared and drafted by supervisor and experts. - Handle distribution and publication of documents and work. - Ensure smooth communication and exchange of information with all internal and external parties involved in the work and projects within the programme (IB programmes, UPU community, international partners and member countries). - Support in research and analysis activities: a. Data collection: desktop research; draft, format and publish questionnaires in both paper and online formats; and collate responses to questionnaire and report on the results. b. Reports, articles and policy briefs: collaborate in the drafting, formatting publishing and promotion process. - Assist the unit with their participation in and presentations to be delivered during internal and external meetings and conferences. - Manage mail and e-mail correspondence (reception, classifying, formatting and dispatching). - Ensure the receipt and processing of key information (monthly reporting tables, circulars, etc.). - Take responsibility for filing and archiving documents. - Manage correspondence, including drafting official documents. - Uploading of documents into the Pegasus system (correct insertion of titles, document numbers, and annexes). - Liaising with translators/editors and graphic designers to support document preparation and publication. - Make travel arrangements (authorizations, tickets, bookings, visas, trip planning and documentation). - Maintain client contact databases and mailing lists. - Work closely with other assistants in DPRM and in other directorates to ensure the efficient and effective exchange of information. - The incumbent may be asked to assist other assistants in the Directorate or replace them in their absence. 2. Administrative support for the organization of CA, POC and Congress meetings and conferences - Interface with the logistics services for the physical and online organization of meetings - Gather, according to instructions, the information needed for preparing and drafting documents. - Manage documents, including drafting, formatting and ensuring 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. 3. Finance and billing administration - Managing payments of supplier invoices. - Preparing invoices for donor funded activities and sponsorships. - Maintaining spreadsheets of annual budget and expenses for the unit. 4. Marketing, communications and events support - Updating of website. - Preparation of marketing and communications materials – content and formatting. - Liaise with marketing, communications, internal and external suppliers related to production and distribution of materials. - Social media support for relevant activities. - Responding to requests for information. - Support in the organization of events. 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. Strong detail and accuracy orientation, especially when dealing with figures and documents. 2. Responsible and practical-minded: ability to work in a well-organized manner according to priorities and independently (in relation to instructions to be followed). 3. Results oriented particularly in terms of meeting objectives within set deadlines. 4. Flexibility in terms of tasks and time, ability to work under stress and adaptable to work longer hours/outside office hours when required in preparing for meetings and other events. 5. Ability to work in an international environment with people of different backgrounds and cultures. EducationAchieved secondary level certificate and administrative/secretarial and commercial training. Job - Specific Qualification1. Good knowledge of secretarial or administrative practices is required. 2. Knowledge of office software tools (Word, Outlook, Excel, PowerPoint) is required. 3. Experience on organizing online and physical meetings and conferences (logistics, documents, etc.) and knowledge on e-meeting platforms (zoom, Teams) is required 4.Good knowledge of the procedures for preparation and publishing meeting and conference documents, including document formatting is required 5. Experience in taking notes, preparing reports, reviewing and editing documents (in either French or English) is required. 6. Knowledge and experience with publishing questionnaire and survey’s using online tools is required. 7. Knowledge, for maintenance, of website Content Management Systems (eg. Kentico) is desirable. 8. Knowledge of billing and invoicing processes and procedures is required. Work ExperienceMinimum of four years of experience in administrative/secretarial experience is required. LanguagesFluency in English or French is required, with a good working knowledge of the other language. Knowledge of another UN language would be an advantage. AssessmentApplicants will be contacted directly if selected for a written test. Additional testing/interviewing may be used as a form of screening. Special Notice- Annual salary:(Net of tax): 36,256 CHF - Type of contract: Fixed-term (Non-Core) Appointment - Duration: Three years - Scheduled date for taking up appointment: August 2025 - 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 ConsiderationsAccording 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 FeeTHE 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.