Sales and Marketing Assistant

Org. Setting and ReportingThe Department of Operational Support (DOS) was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) under the Division of Administration (DOA) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. This position is located in Beijing, P.R. China for the United Nations Postal Administration (UNPA) within the Department of Operational Support. The incumbent will report to the UNPA Sales and Marketing Team Lead in New York under the overall direction of the Chief of UNPA. ResponsibilitiesPromotion/Marketing • Researches, compiles and verifies background material for promotional material; drafts promotional copy for use in different marketing channels, including advertising, direct mail, Internet and e-mail. Proofreads copy written by other colleagues and/or contractors. • Conceptualizes and works with UNPA Graphic and Communication Team to create graphic material for varied print and electronic media projects such as stamps, envelopes, folders, postcards, packaging materials, brochures, catalogues, flyers, posters, and online newsletters. Research for local vendors, obtain cost estimates and supervise the delivery of services and products when required. • Translate information of new UNPA products into Chinese for promotion, marketing and the UNPA website and other online sale platforms; analyzes sale statistics from various sale platforms and prepares charts and graphs. • Coordinates multiple marketing and promotional programmes to promote the sales of UN stamps/products as set out in the UNPA Programme of Issue (e.g. advertising, websites, direct mail, exhibits, and market research); prepares schedules and cost estimates; liaises with external vendors, graphic design staff, and other UN staff as required; monitors and evaluates responses to promotional programmes. • Work with various UN colleagues to administer and monitor contractual agreements; verifies invoices for payment processing, review of bank deposits for submission to revenue accounts; participation in recruitment process for contract staff, etc. • Performs and supervises quality of data entry of sales and other data into in-house databases; provides periodic reports. • Manages and supervises marketing staff and/or business partners responsible for carrying out different sale, marketing and promotional activities. • Coordinates the Section's activities with other UN Departments, Agencies and Programmes involved in the sales of UN stamps and other UNPA products. • Coordinates the inventory of UN stamps including incoming and outgoing shipments, liaises with distribution and dispatch offices and annual inventory count and reconciliation. • Performs other duties as required. Sales/Order Fulfillment • Manages and supervises the day-to-day operations and staff of a unit responsible for functions related to the order fulfillment and customer service. • Reviews, plans, prioritizes and assigns work; develops internal operating procedures and guidelines; supervises, coaches and trains subordinate staff. • Handles credit applications and opening of accounts for new customers; researches inquiries and prepares/signs off on relevant communications; monitors status of accounts, investigates discrepancies and initiates action of correcting inconsistencies, identifies issues and recommends actions to supervisor on problem accounts. • Accepts and processes orders (including online/web, individual customers, dealers/distributors and standing orders) for the assigned sales areas; receives, reviews and enters orders into the relevant UNPA systems; communicates delivery schedule; coordinates and follows-up with relevant units to ensure timely delivery and shipping or provision of online access, etc.; sends notices/invoices, reminders; responds to questions on status of orders. • Investigates claims on orders, handles returns, and ensures appropriate disposition, adjustments, exchange or refunds; gathers supporting documentation, reconciles discrepancies and submits to supervisor for appropriate action. • Coordinates specific order fulfillment functions. • Monitors operations and recommends changes to improve revenue production, payment of accounts, client services, etc., and initiates new procedures as required. • Manages sales to agents and distributors; evaluates new customer account requests; analyzes their needs and credit worthiness. • Monitors customer feedback; liaises with UNPA Headquarters teams; identifies and recommends selective stamp issues for promotion to customers including standing orders/online customers. Competencies• PROFESSIONALISM: Knowledge of principles and practices pertaining to the promotion, sale and distribution of postage stamps and philatelic items. Ability to develop and execute marketing and promotion plan for United Nations stamps and other UNPA products. Ability to service and communicate with customers, process their orders through an Enterprise Resource Planning (ERP) system. Ability to generate and interpret sales reports, conduct market researches, evaluate and advise on product designs and offerings, and recommend pricing. Ability to navigate and use sales website, mobile applications, and popular social media platforms in China. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • ACCOUNTABILITY: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. • CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of progressively responsible experience in sales, marketing, publishing, advertising, promotional activities, order fulfilment, customer service in a revenue-generating operation is required. The minimum years of relevant experience is reduced to 5 for candidates who possess a first-level university degree or higher. Experience working with sales and order fulfilment systems, online store, and Chinese social media platforms are required. Experience with the philatelic market and major players in China is required. Experience in retail sales, customer services and exhibitions in China is desirable. Experience working with the United Nations organizations and agencies or similar international organization is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and fluency in Chinese Mandarin is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage. AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice• This position is temporarily available for 364 days, subject to availability of funds. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as \"retirement.\" Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. • At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. • This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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.