Communication and Outreach Programme Assistant

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. 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. ResponsibilitiesOverall objective: Under the supervision of the Communication and Outreach Programme Expert, the incumbent provides administrative and communication support to ensure the effective implementation of campaigns, publications, and digital communication activities. 1 Assistance in overall communications activities 1.1 Administrative duties – Manage the daily influx of inquiries (incoming and outgoing) from the IB@info.upu.int and communication@upu.int e-mail addresses, respond to inquiries after researching information and documentation when possible, or circulate inquiries to the proper directorates and persons responsible; – Manage and validate password requests for access to protected areas of the UPU website; – Prepare, format and coordinate the distribution of correspondence and relevant circular letters; – Prepare, coordinate and archive legal contracts; – Maintain an up-to-date communication and media contact database (UN contacts, communication contacts from postal operators, media, philatelic entities, external suppliers, etc.); – Ensure proper archiving of documents and correspondence. 1.2 Budget and financial monitoring – Assist in preparing the yearly budget for communication programme activities; – Prepare billing and invoicing for all communication activities and follow up on due payments; – Document all incoming expenditures for communication activities; – Collaborate with the Finance Directorate to monitor the budget and report to the External Relations and Partnerships Coordinator. 1.3 Publications and website content management – Assist in the production and distribution of UPU publications; – Coordinate translations and monitor corrections to final texts; liaise with external translators; – Format articles and prepare them for publication on the UPU website; – Assist the editorial expert in managing the website; – Assist with the drafting of simple articles when needed by the team. 1.4 Digital communication – Upload the UPU newsletter on LinkedIn; – Support content production for UPU social media platforms; – Assist with the development of visual assets (social media cards, graphics, pho¬tos, videos). 1.5 Public relations activities – World Post Day (WPD): coordinate the distribution of information and materials to member countries; format information for publication on the UPU website; monitor and manage correspondence related to WPD; assist with poster pro¬duction and distribution; – International letter-writing competition: coordinate the distribution of information and materials to member countries; collect, document and format entries and circulate them to the jurors; coordinate translations as needed; coordinate the production of medals and certificates for prize winners and organize their secure distribution; coordinate the logistics of the ceremony; – Manage the souvenir programme (monitor inventory and order stock, liaise with suppliers, update the souvenir catalogue, coordinate sales with International Bureau (IB) reception); – Ensure the circulation of press releases through Meltwater and their publication on the website; – Support the logistical organization of events and missions. Other tasks Support other communication projects and campaigns as required. 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: - Very good organizational skills and attention to detail - Ability to work autonomously on set tasks - Excellent interpersonal and intercultural communication skills - Good team spirit and ability to share knowledge and experience - Ability to work under stress and prioritize work effectively - Strong sense of initiative and commitment to work EducationSecondary-level studies and commercial or secretarial or PA training or equivalent Job - Specific Qualification1. Proficiency in Office tools (Word, Excel, Outlook, PowerPoint), is required 2. Experience in processing invoices and tracking budgets, is required 3. Familiarity with content management systems for websites (preferably Kentico), is required 4. Excellent writing skills; detail oriented, is required 5. Working knowledge of social media and media monitoring platforms (Mailchimp, Meltwater, Instagram, Facebook, LinkedIn, X), is required 6. Basic skills in visual content creation, including photo and video editing tools (Canva, Adobe Photoshop, Adobe Premiere Pro) is required Work ExperienceFour years of experience in administrative and communication support, is required Experience in an international environment is desirable LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English at advanced level (UN level III) is required. French at intermediate level (UN level II) is desirable. 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).