Management Support Assistant (50%)

Org. Setting and ReportingPlease note that this is a locally-recruited position, restricted to Swiss nationals and/or legal residents of Switzerland. 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. The Postal sector has been faced with far- reaching changes over the past few years. It has become essential for Posts to apply the latest technology in order to respond effectively to changing customer needs. The Postal Technology Centre Directorate (DCTP) of the UPU acts as a link between technology and the needs of the Postal industry by being the first choice in providing IT solutions, applications and services that enable the delivery of domestic and international postal services. ResponsibilitiesUnder the guidance of the Management Support Lead, the incumbent is responsible for the management of administrative missions for the Postal Technology Centre, the regional technical centre and the back office in Montevideo, Uruguay. The incumbent also contributes to licensing, billing and other administrative tasks. 1. Mission management i Postal Technology Centre – Prepare travel authorization forms and coordinate submissions through the hierarchical channel – Book and purchase tickets, and organize visas when necessary – Calculate mission costs after completion and process reimbursement requests ii Quotations – Issue mission-related quotations to designated operators (DOs) and/or sponsors prior to missions and track confirmation thereof – Prepare DOs’ settlements iii Regional technical centre/back office: Calculate mission costs after completion and process reimbursement requests 2. Licensing Assist in drafting and preparing licence agreements for review, administering Telematics Cooperative licences and agreements, and monitoring schedules/renewals 3. Billing Assist in external customer billing, data collection for specific areas and issuance of invoices 4. Other tasks – Maintain and archive physical and electronic data – Support the digitalization of processes – Perform any other duties as requested Competencies1. Ability to work independently and to meet deadlines. 2. Confidentiality, discretion and diplomacy. 3. Interpersonal skills. 4. Patience and tenacity. 5. Figures-oriented with good attention to detail. EducationSecondary education or vocational training (Swiss federal certificate of competence or similar) in commerce, administration or business management. Job - Specific Qualification1. Good knowledge of IT tools (Word, Excel, Outlook and PowerPoint) is required. 2. Knowledge of general accounting is required. 3. Good writing and language skills in at least French (and preferably also in English) are required. 4. Knowledge of procurement procedures is desirable. Work ExperienceMinimum of four years of experience in a commercial and administrative field is required. LanguagesProficiency in French and working knowledge of English. AssessmentApplicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening. Special NoticeThis 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. Applications from women and member states are particularly encouraged. 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. Monthly salary:(Net of tax) 2,875 CHF 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.