Org. Setting and Reporting
This 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 (UP, 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 uptodate products and services.
Responsibilities
Overall objective: Under the supervision of the Communication and Outreach Programme Expert, provide assistance support to the Communication Team and assist on publications, administrative tasks and various communications activities. 1 Assistance in 1 overall communications activities and UPU publications (“UPU and others”)administrative dutiesPrepare and format any correspondence as needed by the teamProvide assistance and support for production and distribution of UPU publicationsSupport in the preparation of power pointsRequest translation of documents or publications as needed by the teamRegularly update the task tracker and provide a first level response to other teams’ requests for communicationMonitor emails going to IB@info.upu.int and communication@upu.intHandle incoming requests to access UPU documentation on the protected page of the UPU website.Maintain the Outlook calendar of communication programmes activitiespublic relations dutiesOrder souvenirs as instructedMaintain souvenir inventorySupport in the production and supply of annual Christmas card orders Communication Programme budgetUnder the guidance of the team lead, support the preparation of the annual budget for communication programme activities, and keep track of expenses.Prepare payments of expenses of the communication tea,Issue invoices to advertisers in Union Postale and followup on due payments Communications data base, photos and archivesMaintain an uptodate contact address data base (UN contacts, communication contacts from Postal Operators, local & national media, philatelic, external suppliers etc.)Upload photos on flickr and ensure archiving of photos for utilisation in UPU publications and Web 2 Communication EventsSupport as needed with publication of information on the website on events;Draft routine correspondence and communications on programme events as needed by the team;Process orders for WPD posters, ensure that requested quantities are sent annually and checkup stocks regularly;Ensure the distribution of materials relating to WDP and ILWC or any other event to member countriesPrepare the medals and certificates for prize winners and announcement of results;Support the overall organization of events of the Communication team 3 Identify and collate press clippings on a daily basis through news clipping service (MELTWATEconcerning UPU, postal affairs and feed pertinent information onto the UPU website home page as requested by the team lead. 4 Any other tasks as needed
Competencies
Professionalism: Takes responsibility for own actions and decisions, and for the consequences of these. Produces and delivers highquality 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 Flexibility 2 Good team spirit and sharing knowledge and experience 3 Able to work autonomously on set tasks 4 Ease in communicating 5 Able to work under stress and prioritize work effectively 6 Ability to provide input on ways of improving the organisation of the communication programme activities
Education
Secondary level studies and commercial or secretarial/personal assistant training or equivalent
JobSpecific Qualification
Very good knowledge of secretarial and administrative matters is required Previous experience in communication activities is desirable Good writing skills are required Good knowledge of data base tools (Fotostation CI media database programmis required Previous experience with Website Content Management System such as Kentico is desirable Basic knowledge of photo software such as Adobe Photoshop is desirable
Work Experience
Minimum three years’ experience as an assistant in an international environment and/or government/private sector are required
Languages
Proficiency in English and good working knowledge of French
Assessment
Applicants will be contacted directly if selected for written test. Additional testing/interviewing may be used as a form of screening.
Special Notice
Duration: 8 months Scheduled date for taking up appointment: As soon as possible. Monthly salary: 5,60 CHF French is the official language of the UPU. English and French are the working languages of the UPU International Bureau. Candidates might be considered for other similar posts (for a period not exceeding one yea. The UPU is committed to encouraging diversity within its workforce. Interested candidates from minority groups and/or withdisabilities 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.
United Nations Considerations
According 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 nonsmoking 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 SecretaryGeneral, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 2 (. Further, staff members in the Professional and higher category up to and including the D2 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 accountholder 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 timon the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAININ. THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.